"Alerted.org

Program Coordinator

Work type: Staff Full-Time

Categories: Business/Accounting/Finance, Office/Administrative/Fiscal Support

Department: 17060100 - BA-FIRE BUSINESS OFFICE

Classification Title:

Administrative Specialist II

Job Description:

ESSENTIAL FUNCTIONS OF THE JOB

Program Coordination

+ Perform administrative and coordination tasks for the Finance Professional Development (FPD) program, including student registration and budgeting.

+ Stay current on business affairs, UF and college regulations regarding event planning, risk mitigation, and approved vendors.

+ Using a project management tool, track the progress of program activities for the academic year.

+ Manage program's budget by tracking spending across accounts and submitting necessary paperwork, forms, and receipts to process payments and reimbursements.

Industry Engagement

+ Collaborate and coordinate with Business Career Services and Warrington College Development and Alumni Affairs teams to:

+ Build and manage a robust database of program contacts (e.g., recruiters, alumni, supporters), and help maintain the relationships.

+ Set up industry engagement and communicate with alumni and recruiters to expand networking opportunities in target finance areas.

+ Coordinate logistics and schedule for visiting industry professionals and firms. Register visitors and send out itineraries.

+ Work with the college's Marketing and Communications Services Office to prepare an annual impact report summarizing program activities at the end of the year.

+ Encouraged to participate in at least one corporate engagement travel per year.

Event Planning / Marketing

+ Reserve rooms for meetings, FPD sessions, workshops, panels, and other events.

+ Negotiate with appropriate vendors and reserve transportation, flights, and lodging for program events.

+ Process vendor payments and travel requests, and reimbursements

+ Process necessary student waivers and volunteer forms for HR and pertinent information for every FPD leader and participant.

+ Order food and supplies for program events.

+ Manage event budgets.

+ Maintains, develops, and posts to all current and future FPD program social media platforms.

+ Coordinates with the college's marketing staff to take professional pictures and videos at FPD activities and events.

+ Ensure vendors are in the UF Supplier (Vendor) file.

Other Administrative Tasks

+ Ensure best practices in office systems, files, and record keeping.

+ Complete the website editing training course and update FPD sites as requested.

+ Schedule videotaping and photography needs with college staff.

+ Update student resources to Canvas and Microsoft Teams.

+ Perform and attend College and University meetings as needed.

+ Reserve UF rooms and parking passes.

+ Process scholarships.

+ Other duties as assigned

This position requires exceptional communication skills due to a varying level of contact including undergraduate and graduate students, hiring firms’ recruiters and invested alumni, visiting industry professionals, alumni mentors, and significant potential donors. Incumbent will develop communication materials and interact with current students, potential employers and alumni, College of Business faculty and University staff.

Expected Salary:

Expected Salary: $55,000.00 - $62,500.00

In addition to your salary, the University of Florida (UF) offers low costState Healthplans, a number of Dental plans to fit you and your family's needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life's challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF Employees are also eligible for theGatorPerks discount program (https://benefits.hr.ufl.edu/gatorperks/) , which provides big savings at various businesses and retailers!

Explore UF's plethora of benefit options here:TEAMS Benefits (https://benefits.hr.ufl.edu/my-benefits/explore/eligibility/teams-usps/)

Minimum Requirements:

Bachelor's degree and three years of appropriate experience or an equivalent combination of education and experience.

Preferred Qualifications:

KNOWLEDGE

+ Knowledge of Microsoft Office Suite

+ Knowledge of UF approved vendors and event planning regulations is helpful.

+ Knowledge of the UF Student Information System is helpful.

+ Knowledge of social media platforms to assist with creating and publishing content to elevate awareness of our programs.

SKILLS

+ Strong Communication Skills

+ Strong Organizational Skills

+ Strong Computer Skills

ABILITIES

+ Ability to multi-task

+ Ability to plan, organize, and coordinate multiple events, visits, and trips simultaneously.

Special Instructions to Applicants:

To be considered, you must upload your resume, and list of references with contact information. Cover letter is optional.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Applications will remain highly confidential.

Health Assessment Required:No

Advertised: 21 May 2025 Eastern Daylight Time

Applications close: