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Administrative Event Coordinator

University of Florida

Gainesville, FL

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JOB DETAILS
SALARY
$21.55–$23 Per Hour
SKILLS
Academic Advice, Administrative Management, Administrative Skills, Administrator Documentation, Adobe Acrobat, Audiovisual, Billing, Budgeting, Career Development, Communication Skills, Competitive Research, Customer Support/Service, Database Technology, Detail Oriented, Establish Priorities, Event Management, Expense Reports, Expense Tracking, Finance, Financial Management, Financial Policies, Financial Procedures, HSV Color Space, High School Diploma, Information Technology & Information Systems, Inventory Management, Leadership, Logistics, Marketing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Operations, Organizational Skills, Peoplesoft, Presentation/Verbal Skills, Procedure Implementation, Purchasing/Procurement, Reimbursement, Systems Administration/Management, Team Building, Team Player, Time Management, Vendor/Supplier Planning, Vendor/Supplier Relations, Writing Skills, eCommerce
LOCATION
Gainesville, FL
POSTED
Today
The Heavener School of Business (HSB) is seeking an individual to join our administrative team. This position provides programmatic support for the Heavener dean, directors, departmental faculty, staff and students in the daily operations of the Heavener School of Business. Primary responsibilities include serving as the main event planner and coordinator of multiple HSB leadership and student-based programs, serving as the primary contact for case competition logistics and travel, supporting the budget administration with the management of HSB fiscal and travel procedures, placing supply orders and other administrative functions. Continuously provide excellent customer service to internal and external contacts, develop relationships with vendors and help ensure employees follow departmental procedures.Candidates must be capable of building strong relationships with faculty, staff, students, and on- and off- campus partners and vendors. They must possess exceptional organizational skills, strong initiative, excellent attention to detail and strong written and verbal communication skills.
Classification Title:

Administrative Assistant II

Classification Minimum Requirements:

High school diploma or equivalent and four years of relevant experience or an equivalent combination of education and experience.

Job Description:

About the Heavener School of Business:

One of the nation’s top-ranked undergraduate public business schools, the Heavener School of Business offers bachelor’s degrees in Finance, General Studies, Information Systems, Management, and Marketing to more than 5,000 students. The four pillars that drive the Heavener School of Business are Academics, Career Development, International Studies, and Leadership. With this foundation, Heavener graduates are prepared to build exceptional careers and lead lives of purpose.

Key Functions and Responsibilities Include but are not limited to:

  • Serve as the primary event coordinator and provide collaborative administrative support for HSB for all programs under the Heavener Experiential Learning unit, UF Online Business unit, Academic Advising unit, International program unit, and Administration unit.
  • Research quotes, work with vendors, secure venues, monitor set ups, schedule caterers, pick up supplies, secure AV needs, and manage events from beginning to end.
  • Create evaluation tools, surveys and forms to assess event management and programming.
  • Serve as the primary coordinator and contact for all travel requests, logistics, travel expense reports and expense reimbursements for our multiple HSB student leadership programs, hospitality for student programs, alumni/guest speaker travel and Undergraduate Case Competition events.
  • Ensure travel practices are compliant with UF travel guidelines and with departmental policies and procedures. 
  • Prepares timely administrative documents for orders, invoices, pcard, and travel payments.
  • Collect and manage Case competition participation and registration checks and payments. Track Case competition expenses each semester.
  • Supervise and assign tasks to one student assistant for the academic year.
  • Coordinate and manage all the HSB inventory and storage spaces.
  • Serve as backup monitor for room reservations in EMS system.
  • Maintain our HSB inventory database and supplies updated in the Heavener database system.
  • Serve as the lead coordinator of HSB Teambuilding committee.
  • Participate in WCB/HSB committees as requested.

Work Schedule:

  • Monday to Friday, 8:00am to 5:00pm.
    • Occasional evening and/or weekend hours may be required in order to organize and assist with special functions outside of normal hours. Flex time may be used to adjust for these outside activity hours.

 Ready to Explore the Opportunity and Apply?

Employment benefits at the University of Florida include comprehensive health insurance benefits, retirement options, a generous paid leave plan, and an employee education program to support your professional development.

Expected Salary:$21.55 - $23.00/hr
Required Qualifications:

High school diploma or equivalent and three years of general accounts transaction experience. Appropriate college course work or vocational/technical training may substitute at an equivalent rate for required experience.

Preferred:
  • Bachelor's degree and four years of relevant full-time professional experience
  • Knowledge of MS Office Suite (Outlook, Word, Excel, TEAMS), Adobe Acrobat, Zoom, PeopleSoft, WorkDay
  • Experience with UF’s purchasing procedures and fiscal policies
  • Effective oral and written communication
  • Experience with event planning in an academic setting
  • Strong ability to plan, organize, and coordinate work assignments in a timely and effective manner
  • Strong attention to prioritization, detail, and follow-up
  • Strong ability to show initiative and take on lead role for certain events
  • Ability to develop rapport with a diverse range of people, including students, staff, faculty, alumni, visitors, external University offices and vendors to facilitate a culture of support and collaboration
Special Instructions to Applicants:

To be considered for this position, you must submit your application by 11:59 pm (ET) of the posting end date with the following documents:

  • Cover Letter
  • Resume
  • List of three professional references

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member--4 Copy with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required:No

 

About the Company

U

University of Florida