Coordinator of Programs and Events

University of Florida; Gainesville (FL); On-site; USD 53,000 - 60,000; Full time

Job summary

The University of Florida on the Gainesville campus seeks a Coordinator of Programs and Events to manage PURC’s flagship training admissions and related program activities. You will coordinate communications with applicants, faculty, and students, and oversee both online and on-site processes for registrations and logistics.

You will work with PURC staff to ensure timely communications, accurate databases, and smooth operation from application through program delivery, while supporting marketing

Qualifications

• Bachelor's degree in an appropriate area is required.
• Two years of relevant experience or equivalent combination of education and experience.

Responsibilities

• Manage all aspects of admissions for PURC's flagship programs.
• Maintain applicant databases and generate reports.
• Coordinate on-site logistics and participant needs during program deliveries.
• Negotiate contracts and pricing with vendors and facilities.
• Contribute to program marketing and communications.
• Track payments and program expenses.

Skills

Communication

Project coordination

Customer service

Education

Bachelor's degree in an appropriate area

Two years of relevant experience

Job description

Coordinator of Programs and Events

Job No: 541825

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Education/Training/Instructional Design

Department: 17050300 - BA-PURC

Job Description

Classification Title

Education/Training Spec II

Classification Minimum Requirements

Bachelor's degree in an appropriate area and two years of relevant experience, or an equivalentcombination of education and experience.

Job Description:

Manage all aspects of admissions of PURC's flagship 8-day training program, the PURC International Training Program on Utility Regulation and Strategy and One-Day Leadership Workshop, held jointly twice a year in Gainesville, Florida. The incumbent will manage all aspects of the admissions and extracurricular activities in collaboration with PURC faculty, staff and students. Duties include:

• Manage all aspects of applications and selection processes of participants in an accurate and timely manner: Maintain engaging, professional, informative, clear and timely communications with program applicants, potential applicants, participants and alumni before, during and after our courses. Manage initial contact with applicants, potential applicants, and continued follow-up to questions and concerns during the application and registration processes
• Interpret verbal and written communications with applicants and participants from different countries, different cultures and backgrounds, and different levels of written and oral knowledge of the English language
• Maintain applicant and participant databases for current and previous programs. Issue appropriate reports and interpret relevant data for other team members, faculty, associate director and director. Create and/or update all other associated documents for this purpose
• Contribute to session and program evaluation processes
• Work with other project team members, OPS staff and student assistants as needed to complete all project tasks such as applicant data entry, accurate and timely production of acceptance letters, invoicing, etc. for accepted participants, adjunct services or extra-curricular activities for programs
• Negotiate contracts and pricing with program vendors
• Responsible for extra-curricular activities for the program
• Serve as on-site coordinator and work to ensure participants' needs are met during program deliveries. Requests range from assistance making medical appointments, arranging transportation, things to do in the area, etc.
• Contribute to program marketing with e-mail communications, mailers, some website updates, and/or other targeted campaigns such as WhatsApp, LinkedIn, etc.
• Track participant payments and related program expenses

Manage all aspects pertaining to program speakers, program preparation and delivery logistics of PURC's flagship training program, the PURC International Training Program on Utility Regulation and Strategy and PURC's One-Day Leadership Workshop held twice a year, working in collaboration with PURC faculty, staff and students. Duties include:

• Responsible for general program management and setting project/program goals, milestones,tracking progress, etc.
• Manage course calendars, program time lines, on-site staff schedule, program evaluation reports,forms, and procedures in consultation, as needed, with the PURC program faculty
• Evaluate training effectiveness and achievement of training goals and make recommendations as needed in collaboration with other PURC team members
• Manage all aspects pertaining to program speakers, coordinating all communications with speakers, their travel, honoraria, reimbursements, presentation materials, hotel accommodations, etc.
• Create and update speaker tracking method for each program delivery
• Set speaker materials deadlines, compile training materials, format properly and ensure that presentations, handouts, etc. are ready for distribution for each program
• Schedule, organize and run program meetings, and ensure that all meeting decisions are carried out in an appropriate and timely manner
• Track overall program income and expenses, and update overall program income statement
• Negotiate contracts and pricing with program vendors, including meeting facilities
• Set up meeting needs ahead of time with training facilities. This may includes the review and update hotel banquet event orders, submit rooming list and attend pre-conference meetings with the hotel, etc.
• Serve as on-site coordinator for the program and, in collaboration with PURC team, ensure that speaker and participant needs are met during the training deliveries. Requests range from assistance with presentations to making medical appointments, arranging transportation, etc.
• Manage on-site program logistics such as loading presentations ready for display, ensure handouts and evaluations are distributed, meeting rooms are set up as needed and ready for the sessions, audio visual equipment is working properly, etc.
• Consult with Warrington College of Business instructional designers on teaching technologies and techniques

Manage areas of or lead (other) existing or future PURC training events, research projects, and other PURC initiatives, as assigned. Duties include:

• Liaise with host institution's representative(s) in an engaging and caring way to ensure that the project/event develops as agreed by PURC associate director and/or research faculty
• Contribute to the design, implementation, and follow up of all aspects of PURC initiatives, projects, programs, and events outside the content area
• Create and manage all aspects of event, project, or initiative to ensure that PURC standards of quality are met, and all deliverables, timelines, goals, etc. are met
• Create and update the project income statement, and track all income and expenses pertaining to the project/event
• Coordinate with event speakers or project researchers regarding all event/project/initiative materials, presentation materials, travel arrangements, etc.
• Compile and produce event/project/initiative materials as needed
• Contract and negotiate with training facilities as needed, and with other vendors
• Serve as on-site coordinator for event as required
• Coordinate all aspects of event attendee registration and registration process
• Coordinate office functions as needed

Expected Salary

$53,000-$60,000

Required Qualifications

Bachelor's degree in an appropriate area and two years of relevant experience, or an equivalent combination of education and experience.

Preferred

The ideal candidate will be engaging and client-focused, have excellent oral and written communications skills, great attention to detail, ability to plan well and meet deadlines, and have experience on training program/event administration. International experience or knowledge of other cultures is a plus. The Education and Training Specialist II will be required to work well independently and as part of a team. PURC often engages in new experimental initiatives. Adaptability and flexibility are important in this position and at PURC.

Health Assessment Required:No

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.