Part time Program Assistant

University of Florida•Jacksonville, FL

2d•$18 - $20•Onsite

About The Position

Monitor shared program email inbox and office phone, respond to routine inquiries, and route complex questions to program leadership in a timely and professional manner. Greet and assist visitors in office, students, and instructors in the MSEM office and provide friendly, customer-focused service. Assist with planning and preparation for MSEM events (e.g., information sessions, orientation, class weekends, graduation-related events, industry focused events), including researching vendors, gathering information, tracking RSVPs, preparing name tags, assembling materials, and supporting on-site set-up and check-in. Support development and preparation of marketing and recruitment materials, including flyers, digital content, and presentation materials, and assist with organizing and distributing MSEM-branded promotional items and SWAG. Provide basic administrative support for application processing including preparing student application packets for review, monitoring application systems, and routing issues to leadership in a timely manner. Provide basic support for MSEM website and social media online presence, such as posting or updating provided content, checking links and event information for accuracy, and suggesting improvements to layout or clarity. Conduct online searches and gather information related to event venues, catering options, vendors, and program-related resources, summarizing findings clearly for program staff. Assist with organizing office and program supplies, including promotional materials and event items, and help maintain an orderly office environment. Provide general clerical support such as copying, scanning, filing, data entry, and preparing simple spreadsheets or mailing lists. Work Conditions and Other Information Work is primarily performed in an office environment with extensive use of a computer, telephone, and standard office equipment. Occasional lifting and transporting of boxes, program materials, and SWAG may be required in support of events. This position will work under the direction of the MSEM Director and/or designated program staff and does not supervise other employees.

Requirements

Strong customer-service orientation and communication skills, with professional demeanor in person, by email, and on the phone.
Demonstrated experience supporting events (such as organization events, departmental programs, or similar activities), including planning or on-site logistics.
Basic experience with website and/or content management tools (e.g., editing web pages, updating content, or using templates) and comfort learning new software systems.
Proficiency with common computer applications, including Microsoft Word, Excel, and email/calendar tools.
Strong organizational skills and attention to detail, with the ability to manage multiple small tasks and follow through with minimal reminders.
Clear written and oral communication skills.
Valid drivers license and access to transportation to travel to and from events
Ability to work onsite in the office in downtown Jacksonville.

Nice To Haves

Prior experience in event planning, event coordination, or hospitality roles.
Experience creating basic marketing materials (flyers, social media posts, simple graphics) using tools such as Canva, PowerPoint, or similar applications.
Familiarity with UF systems and infrastructure
Familiarity with marketing and design software such as Canvas or other
Familiarity with CRM tools such as Salesforce
Interest in graduate or professional education programs and comfort interacting with working professional students and industry partners.

Responsibilities

Monitor shared program email inbox and office phone, respond to routine inquiries, and route complex questions to program leadership in a timely and professional manner.
Greet and assist visitors in office, students, and instructors in the MSEM office and provide friendly, customer-focused service.
Assist with planning and preparation for MSEM events (e.g., information sessions, orientation, class weekends, graduation-related events, industry focused events), including researching vendors, gathering information, tracking RSVPs, preparing name tags, assembling materials, and supporting on-site set-up and check-in.
Support development and preparation of marketing and recruitment materials, including flyers, digital content, and presentation materials, and assist with organizing and distributing MSEM-branded promotional items and SWAG.
Provide basic administrative support for application processing including preparing student application packets for review, monitoring application systems, and routing issues to leadership in a timely manner.
Provide basic support for MSEM website and social media online presence, such as posting or updating provided content, checking links and event information for accuracy, and suggesting improvements to layout or clarity.
Conduct online searches and gather information related to event venues, catering options, vendors, and program-related resources, summarizing findings clearly for program staff.
Assist with organizing office and program supplies, including promotional materials and event items, and help maintain an orderly office environment.
Provide general clerical support such as copying, scanning, filing, data entry, and preparing simple spreadsheets or mailing lists.

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