Permit Coordinator, The Office of Community & Belonging

University of Florida • Gainesville, FL

19d • $48,000

About The Position

Provides comprehensive support services for registered student organizations and student organizations advisors, including but not limited to serving as a primary administrator for student organization event permits and review, processing high volumes of requests with accuracy and attention to communication and University policy. Ensuring timely reviews, approvals, and follow-up communications to student organizations and events for university standards for safety, risk mitigation, and operational feasibility. Serve as a liaison to departments involved in event review, including but not limited to Risk Management, the University Police Department, Student Conduct, Venue Managers, etc., facilitating communication and coordination between campus stakeholders to support timely and aligned decision-making. Maintain comprehensive records of registration, event permits and approvals, and generate regular reports on activity trends, turnaround times, risk flags, and approval metrics for documentation, auditing, and analysis. Advise students and student organization advisors on various student organization operations including best practices on organization operations, university policy and expectations, organization wellness, student officer eligibility and transition, safety, liability and risk management, event planning, and other policies and procedures that may impact student organizations. Advise and provide logistical and administrative support for departmental priorities and operations, as assigned. Interpret and ensure compliance with appropriate university policies and guidelines related to general regulations and procedures, students, student organizations, safety, and event management Maintain a thorough understanding of university policies related to student organization events, campus safety, risk, and liability. Work closely with the Assistant Director to identify trends, gaps, and compliance issues that may necessitate policy or procedural updates. Assist with related duties of the Graduate Assistant and ensure alignment in their support and communication with students. Serve as a resource and provide general assistance to student leaders and organization advisors on various issues affectioning student organizations and involvement at the University. Manage the coordination and implementation of the student organization management program including but not limited to comprehensive training programs, officer eligibility, space management and allocations, sponsored activities, catering grants, and other administrative programs. Assist with the implementation of student organization and student organization advisor recognition programs. Assist in the management of the student organization database (GatorConnect) and work with software provider to make continued improvements to the database and technology. Assist with budget planning and reporting; maintain accurate and up-to-date financial records and ensure proper procedures, controls, and financial guidelines for all areas including organization expenditures. Serve as a resource and provide general assistance to student leaders and organization advisors on various issues and operational needs impacting student organizations at the University of Florida. Contribute to the implementation of institutional policies by ensuring consistent enforcement through the permit process. Coordinate assessments of student organization support services. Report appropriate information as required by Clery Act and Title IX. Serve as a point of contact and provide oversight for specific student organizations, providing support related to registration, programming, event management, and operations (as assigned). Assist in providing oversight and advisement for major campus-wide events (as assigned) Administrative & Operational Support Assist with the Administrative and event functions and programs for the Office of Community & Belonging and the Department of Student Engagement Supervise and manage student assistants and student employees. Manage the operations of department space and/or operations. Assist in the management of performer contracting process for eligible student groups and department programs and events Assist in providing oversight and advisement for major campus-wide events as assigned Assist with marketing and promotions strategy for educating students and encouraging co-curricular involvement. Division of Student Life Support Contributes to the Division and University through active participation on committees and division-wide initiatives (example opportunities): Emergency dean on call, event support team, conduct committee, screening committees, student welcome events, etc); and other duties as assigned

Requirements

• Master’s degree in an appropriate area of specialization; or a bachelor’s degree in an appropriate area of specialization and two years of appropriate experience; or an equivalent combination of education and experience

Nice To Haves

• Master’s degree in Public Administration, Higher Education, Business or related field, or Bachelor’s degree and 2-3 years of experience in administrative operations, compliance, event logistics, or university services
• Experience working in a higher education setting, particularly with student organizations or campus operations
• Demonstrated experience with risk management or event approval procedures in an institutional context
• Experience with events and event management, and compliance-based systems or protocols
• Knowledge of student development theory, developing learning outcomes, and experiential learning process
• Demonstrate proficiency with computers, basic marketing and software applications, and website content management systems
• Demonstrated community skills (verbal and written)
• Demonstrate customer service skills
• Demonstrated interpersonal skills
• Demonstrated ability to advise students and work with student organization at the college or university level
• Demonstrated ability to plan and manage events and trainings
• Demonstrated ability to function effectively in a fast-paced environment with frequent interruptions
• Demonstrated ability to understand, interpret, and apply rules, regulations, policies, and procedures.
• Demonstrated ability to handle multiple projects or tasks simultaneously
• Demonstrated ability to work as part of a team in a dynamic environment

Responsibilities

• Provides comprehensive support services for registered student organizations and student organizations advisors, including but not limited to serving as a primary administrator for student organization event permits and review, processing high volumes of requests with accuracy and attention to communication and University policy.
• Ensuring timely reviews, approvals, and follow-up communications to student organizations and events for university standards for safety, risk mitigation, and operational feasibility.
• Serve as a liaison to departments involved in event review, including but not limited to Risk Management, the University Police Department, Student Conduct, Venue Managers, etc., facilitating communication and coordination between campus stakeholders to support timely and aligned decision-making.
• Maintain comprehensive records of registration, event permits and approvals, and generate regular reports on activity trends, turnaround times, risk flags, and approval metrics for documentation, auditing, and analysis.
• Advise students and student organization advisors on various student organization operations including best practices on organization operations, university policy and expectations, organization wellness, student officer eligibility and transition, safety, liability and risk management, event planning, and other policies and procedures that may impact student organizations.
• Advise and provide logistical and administrative support for departmental priorities and operations, as assigned.
• Interpret and ensure compliance with appropriate university policies and guidelines related to general regulations and procedures, students, student organizations, safety, and event management
• Maintain a thorough understanding of university policies related to student organization events, campus safety, risk, and liability.
• Work closely with the Assistant Director to identify trends, gaps, and compliance issues that may necessitate policy or procedural updates.
• Assist with related duties of the Graduate Assistant and ensure alignment in their support and communication with students.
• Serve as a resource and provide general assistance to student leaders and organization advisors on various issues affectioning student organizations and involvement at the University.
• Manage the coordination and implementation of the student organization management program including but not limited to comprehensive training programs, officer eligibility, space management and allocations, sponsored activities, catering grants, and other administrative programs.
• Assist with the implementation of student organization and student organization advisor recognition programs.
• Assist in the management of the student organization database (GatorConnect) and work with software provider to make continued improvements to the database and technology.
• Assist with budget planning and reporting; maintain accurate and up-to-date financial records and ensure proper procedures, controls, and financial guidelines for all areas including organization expenditures.
• Serve as a resource and provide general assistance to student leaders and organization advisors on various issues and operational needs impacting student organizations at the University of Florida.
• Contribute to the implementation of institutional policies by ensuring consistent enforcement through the permit process.
• Coordinate assessments of student organization support services.
• Report appropriate information as required by Clery Act and Title IX.
• Serve as a point of contact and provide oversight for specific student organizations, providing support related to registration, programming, event management, and operations (as assigned).
• Assist in providing oversight and advisement for major campus-wide events (as assigned)
• Assist with the Administrative and event functions and programs for the Office of Community & Belonging and the Department of Student Engagement
• Supervise and manage student assistants and student employees.
• Manage the operations of department space and/or operations.
• Assist in the management of performer contracting process for eligible student groups and department programs and events
• Assist in providing oversight and advisement for major campus-wide events as assigned
• Assist with marketing and promotions strategy for educating students and encouraging co-curricular involvement.
• Contributes to the Division and University through active participation on committees and division-wide initiatives (example opportunities): Emergency dean on call, event support team, conduct committee, screening committees, student welcome events, etc); and other duties as assigned

What This Job Offers

• Job Type: Full-time