Broward Extension Program Operations & Administrative Coordinator

University of Florida•Broward, FL

4d•$24 - $31•Hybrid

About The Position

The Broward Extension Program Operations & Administrative Coordinator serves as a central point of coordination for multiple agents and program areas, ensuring timelines, reporting deadlines, and program needs are met efficiently. This role contributes to improving internal systems by helping design, implement, and maintain streamlined recordkeeping procedures and standardized processes. The position is responsible for maintaining accurate program records and reporting systems, tracking participation, outputs, and outcomes, and supporting UF/IFAS reporting requirements. Additionally, it coordinates administrative aspects of volunteer programs (4-H and Master Gardener), including onboarding, recordkeeping, and tracking volunteer activity. The role also plays an active part in coordinating the logistics of educational programs, workshops, and events, and provides general administrative and budget support, including purchasing, expense tracking, and maintaining financial records. Support for grant applications and special assignments is also a component of this role.

Requirements

Bachelor’s degree; or an equivalent combination of education and relevant experience.
Possess and maintain a valid Florida driver’s license.
Maintain confidentiality of personnel and other data (e.g., Social Security Numbers).
Support established policies and respond promptly to new instructions, situations, methods and procedures.
Provide input and feedback to support program improvement and operational efficiency.
Contribute to the development and refinement of internal systems by helping design and implement effective recordkeeping procedures, data tracking methods, and standardized processes.
Identify opportunities to streamline workflows, improve organization, and enhance overall program support functions.
Frequent and ongoing internal and external communication.
Work closely with Extension agents, the County Extension Director, and support staff on a daily basis.
Communicate regularly with volunteers, program participants, community members, partner organizations, and university personnel.
Provide accurate information, coordinate volunteer requirements and documentation, support program registration and logistics, and respond to inquiries via email, phone, and in person.
Maintain clear, professional, and timely communication.
Exercise discretion and professionalism in all interactions.
Support program-related financial transactions, including purchasing supplies, processing registrations, and collecting payments from program participants.
Adhere to established financial policies and controls.
Follow established procedures to ensure proper handling, documentation, and tracking of all financial activities.
Provide definite, positive assistance to correct organizational difficulties working harmoniously and effectively with office staff.
Primarily involves sedentary work, including extended periods of sitting at a desk while using a computer and standard office equipment.
Strong attention to detail, organization, and the ability to manage multiple tasks simultaneously.
Frequent use of data management and reporting systems.
Occasional travel is required to attend meetings, trainings, and program-related activities, including site visits in outdoor environments, residential areas, and school or classroom settings.
May involve light lifting of materials and supplies (e.g., program materials or equipment).

Nice To Haves

Bachelor’s degree in public administration, business administration, education, agriculture, or a related field
Experience working in Extension, higher education, or a public-sector organization
Demonstrated experience with program coordination, data management, and reporting systems
Experience supporting volunteer programs, including onboarding, tracking hours, and maintaining compliance documentation
Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and experience with databases or data tracking systems
Experience with financial tracking, budgeting support, or purchasing processes
Strong organizational skills with the ability to manage multiple projects, deadlines, and priorities simultaneously
Excellent written and verbal communication skills, with the ability to work collaboratively across a team
Experience assisting with grant identification, preparation, or administration is a plus

Responsibilities

Serve as a central point of coordination across multiple agents and program areas to ensure timelines, reporting deadlines, and program needs are met efficiently.
Contribute to improving internal systems by helping design, implement, and maintain streamlined recordkeeping procedures and standardized processes.
Maintain accurate program records and reporting systems across all Extension program areas, including tracking participation, outputs, and outcomes.
Ensure timely and accurate data entry and support UF/IFAS reporting requirements.
Track program participation and metrics across all program areas, helping agents monitor reach and impact.
Coordinate administrative aspects of volunteer programs (4-H and Master Gardener), including onboarding documentation, recordkeeping, compliance with required paperwork, and tracking volunteer activity and hours.
Support volunteer onboarding processes, maintain volunteer records, track volunteer service hours, and ensure all required documentation is complete and up to date.
Coordinate the logistics of educational programs, workshops, and events, including scheduling, managing registrations, preparing materials, communicating with participants, and reserving facilities.
Provide general administrative support, including assisting with purchasing, tracking expenses, maintaining budget-related records, and processing payments or fees.
Support office organization and workflow, including serving as backup for front desk or general office functions.
Assist with minor technology or data system troubleshooting and support special projects or one-time initiatives.
Participate in job-related training and professional development activities.
Identify potential funding opportunities, assist with grant application preparation and tracking, and help monitor deadlines and reporting requirements.
Perform other administrative or programmatic duties as assigned by the Extension Director.