Communications & Program Coordinator

University of Florida•Gainesville, FL

2d•$53,000 - $60,000

About The Position

The Communications & Program Coordinator plans and executes communications and marketing for PURC and manages the center’s Annual Conference, Executive Committee Meeting, sponsor relationships, Advanced International Practices Program, and other assigned events, projects, and initiatives. The role develops and evaluates communications and marketing efforts, coordinates participants, speakers, vendors, meetings, budgets, schedules, and event logistics, and collaborates with PURC staff, students, faculty, and the center director. The position requires adaptability and flexibility, as PURC undertakes new experimental initiatives, and the incumbent must work both independently and as part of a team. The coordinator manages PURC’s communications plan, including email communications and A/B testing, physical mailers, printed promotional materials, social media, and website content. They contribute to communications and marketing materials, draft written content and targeted campaigns, evaluate campaign effectiveness, and recommend improvements aligned with center goals. The role also serves as a liaison between the center director and approximately eight sponsors and contributes to discussions about sponsor engagement and stakeholder needs. The coordinator organizes PURC’s annual half-day Executive Committee Meeting and 1.5-day Annual Conference, including planning meetings, agendas, action items, timelines, speakers, registrations, vendors, and onsite coordination. They also manage the Advanced International Practices Program, which typically includes two consecutive courses held once a year. Responsibilities include participant applications and selection, applicant communications and databases, program evaluation, speakers and course calendars, training materials, meetings, onsite schedules and support, marketing, vendor contracts, and budget and expense tracking. Additional assigned activities may include coordinating with host institutions, managing project deliverables and finances, arranging materials and travel, handling registration and office functions, and serving as an onsite coordinator. Expected salary is $53,000–$60,000. Applicants must submit a cover letter and resume. Application must be submitted by 11:55 p.m. ET on the posting end date. No health assessment is required.

Requirements

Bachelor’s degree and two years of relevant experience; or an Associate’s degree and four years of relevant experience; or an equivalent combination of education and experience.
Ability to work well independently and as part of a team.
Adaptability and flexibility in a setting that engages in new experimental initiatives.
Applicants must submit a cover letter and resume.

Nice To Haves

Engaging and client-focused approach.
Excellent oral and written communication skills.
Great attention to detail.
Ability to plan well and meet deadlines.
Practical experience building email campaigns and managing social media.
International experience or knowledge of other cultures.

Responsibilities

Manage PURC’s communications plan and recommend improvements, including email communications and A/B testing, physical mailers, printed promotional collateral, social media, and website posts.
Manage marketing efforts for existing and future initiatives; evaluate campaign effectiveness and recommend improvements aligned with center goals.
Contribute to and draft marketing materials and communications, including social media posts, letters, emails, one-pagers, posters, and targeted campaigns.
Lead PURC staff and students in communications and marketing efforts and collaborate with the PURC director.
Serve as liaison between the center director and approximately eight sponsors, arranging online and in-person meetings for the director and other staff.
Contribute to strategies to engage existing and prospective sponsors, strengthen stakeholder and client relationships, and identify stakeholder needs.
Coordinate the annual Executive Committee Meeting and Annual Conference, including planning meetings, agendas, action items, deadlines, timelines, speakers, registrations, vendors, and onsite event operations.
Invite conference speakers and coordinate administrative and logistical arrangements, including materials, accommodations, travel, transportation, and reimbursements.
Manage and report on conference registrations.
Coordinate, contract, and negotiate pricing with conference vendors.
Manage all aspects of the Advanced International Practices Program, including applications, participant selection, communications, registration, and applicant and participant databases.
Interpret communications with applicants and participants from different countries, cultures, backgrounds, and levels of English proficiency.
Prepare reports and interpret program data for team members, faculty, the associate director, and director; evaluate training effectiveness and recommend improvements.
Coordinate program tasks with project team members, OPS staff, and student assistants, including data entry, acceptance letters, invoicing, and related services or activities.
Manage program speakers, course calendars, speaker communications, travel, honoraria, reimbursements, session materials, and accommodations.
Maintain speaker tracking, set materials deadlines, compile and format training materials, and prepare presentations and handouts for distribution.
Schedule, organize, and run program meetings and ensure decisions are carried out in a timely manner.
Manage program event timelines, progress tracking, onsite staff schedules, and session evaluation reports in consultation with faculty and team members.
Negotiate program vendor contracts and pricing and serve as onsite coordinator, helping meet participant and speaker needs during program delivery.
Market the program through brochures, email, website content, and other targeted campaigns.
Consult with Warrington College of Business instructional designers on teaching technologies.
Update program budgets and track expenses.
Manage or lead other assigned PURC events, projects, and initiatives; liaise with host institution representatives and coordinate design, implementation, follow-up, deliverables, timelines, and goals.
Create and update project income statements and track activity income and expenses.
Coordinate with speakers and researchers on materials and travel; compile activity materials; negotiate with facilities and vendors; coordinate attendee registration; and provide onsite coordination as required.
Coordinate office functions as needed.