Coordinator of Programs and Events

University of Florida•Gainesville, FL

2d•$53,000 - $60,000

About The Position

The Coordinator of Programs and Events manages admissions, program delivery, speakers, logistics, and related activities for PURC’s flagship 8-day International Training Program on Utility Regulation and Strategy and its One-Day Leadership Workshop, held jointly twice a year in Gainesville, Florida. The role collaborates with PURC faculty, staff, and students and also supports other PURC training events, research projects, and initiatives as assigned. The coordinator manages applicant communications, application and selection processes, participant and alumni databases, reporting, evaluations, payments, expenses, marketing support, vendors, and extracurricular activities. During program delivery, the coordinator serves as an on-site contact to help meet participant needs. The role also manages program goals, timelines, calendars, meetings, evaluation materials, speakers and their travel and accommodations, training materials, facilities, and on-site logistics. Additional responsibilities include coordinating initiatives and events with host institutions, speakers, researchers, vendors, and attendees; tracking project income and expenses; and coordinating office functions as needed. The position requires adaptability and the ability to work independently and collaboratively in a setting that may involve new experimental initiatives.

Requirements

Bachelor's degree in an appropriate area and two 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.

Nice To Haves

Experience in training program or event administration.
International experience or knowledge of other cultures.
Engaging, client-focused approach; excellent oral and written communication skills; strong attention to detail; and ability to plan effectively and meet deadlines.

Responsibilities

Manage applications, participant selection, registration, and communications with applicants, potential applicants, participants, and alumni.
Interpret communications from applicants and participants from different countries, cultures, backgrounds, and levels of English proficiency.
Maintain applicant and participant databases; prepare reports, interpret relevant data, and create or update associated documents.
Contribute to program and session evaluation processes and evaluate training effectiveness and achievement of goals.
Coordinate with project team members, OPS staff, and student assistants on data entry, acceptance letters, invoicing, adjunct services, and extracurricular activities.
Negotiate contracts and pricing with program vendors and facilities.
Manage extracurricular activities and serve as an on-site coordinator, helping meet participant needs during program delivery.
Contribute to program marketing through email communications, mailers, website updates, and targeted campaigns such as WhatsApp and LinkedIn.
Track participant payments, program expenses, overall income, and project income statements.
Set project and program goals and milestones, track progress, and manage program calendars, timelines, staff schedules, forms, and procedures.
Coordinate speaker communications, travel, honoraria, reimbursements, presentation materials, and hotel accommodations; maintain speaker tracking methods and set materials deadlines.
Compile and format training and event materials and ensure presentations and handouts are ready for distribution.
Schedule, organize, and run program meetings and ensure decisions are implemented in a timely manner.
Arrange training-facility needs, including reviewing hotel banquet event orders, submitting rooming lists, and attending pre-conference meetings.
Manage on-site logistics, including loading presentations, distributing handouts and evaluations, preparing meeting rooms, and ensuring audiovisual equipment works properly.
Consult with Warrington College of Business instructional designers about teaching technologies and techniques.
Lead or manage assigned training events, research projects, and other PURC initiatives; liaise with host institutions and coordinate project design, delivery, follow-up, materials, speakers, researchers, vendors, attendees, and registration.
Coordinate office functions as needed.