Administrative Event Coordinator

About the role

The Heavener School of Business is one of the nation’s top-ranked undergraduate public business schools offering bachelor’s degrees in Finance, General Studies, Information Systems, Management, and Marketing to over 5,000 students. The school focuses on Academics, Career Development, International Studies, and Leadership.

Responsibilities

• 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.
• Prepare 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.
• Serve as backup monitor for room reservations in EMS system.
• Maintain our HSB inventory database and supplies updated in the Heavener database system.
• Cook up as the lead coordinator of HSB Teambuilding committee.
• Participate in WCB/HSB committees as requested.

Requirements

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

Qualifications

• 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.
• If you are claiming veteran’s preference, please upload a copy of your DD 214 Member--4 Copy with your application for consideration.

Pay

$21.55 - $23.00/hr

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.