Program Administrator

The Florida Bar; Tallahassee (FL); On-site; USD 59,372 - 72,565; Full time

Job summary

The Florida Bar in Tallahassee is seeking a Program Administrator to proactively manage meetings, conventions, and continuing legal education events for assigned sections, ensuring adherence to Standing Board Policy and budgets. The role emphasizes coordination with officers, venues, and speakers to deliver high-quality programs.

Requirements include a Bachelor's Degree and at least three years of public relations, business administration, or association management experience.

Qualifications

• Bachelor's Degree required; proof of degree at interview.
• Three years of public relations and/or business administration and/or association management experience required.

Responsibilities

• Develops and administers meetings, conventions, and retreats across locations.
• Coordinate contracts through Meetings & Conventions; prepare notices and agendas.
• Work with officers to prepare for programs and with hotel staff for event setup/A/V.
• Coordinate travel, hotel, and events for out-of-state and international trips.
• Administer CLE seminars, including scheduling, materials, and speaker coordination.
• Manage budgets, including sections/divisions financial statements and amendments.
• Respond to Bar members with inquiries; support executive council and committees.

Skills

MS Word/MS Excel/MS PowerPoint

Adobe Acrobat

Microsoft Office 365/Outlook

Databases

Computer proficiency

Websites/online CLEs/webinars

Financial/accounting basics

Travel coordination

Education

Bachelor's Degree

Tools

MS Word

MS Excel

MS PowerPoint

Adobe Acrobat

Office 365 & Outlook

Job description

Minimum starting salary $65,968.91 with an excellent benefits package including employer paid pension contribution | Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF).

Summary function: The role of the Program Administrator is to be proactive in serving their assigned groups so as to avoid being reactive. Management of assigned sections, divisions, and committees administrative and program related duties, including understanding and explaining and helping to ensure sections, divisions, and committees adhere to Standing Board Policy regarding budgets and section/division financials.

Required minimum education: Bachelor's Degree (proof of degree required at interview).

Required minimum professional work experience: Three (3) years of public relations and/or business administration and/or association management experience.

Essential Duties and Responsibilities:

Develops and administers all aspects of new and ongoing meetings, conventions, and retreats in various locations and activities for committees:

• Performs site and planning visits, coordinate contracts through Meetings & Conventions.
• Prepares meeting notices and agendas.
• Works with officers in preparation for the upcoming programs.
• Works with hotel staff regarding meeting set-up, menus for food functions and audio visual requirements.
• Coordinates travel, hotel, excursions and events with travel agency for out-of-state and out-of-country trips.
• Updates section websites and handles listserv notices to the membership and council.
• Travels to location of meeting and is the on-site contact for all Membership needs

Administers continuing legal education seminars in various locations in-state, out-of-state and out-of-country:

• Plans and administers program with officers/program chairs
• Ensures program stays on schedule in accordance with the standard program timeline.
• Coordinates CLE product (receipt of electronic course materials, recorded product via audio or video).
• Communicates and follows up with speakers and program chairs regarding materials, A/V, lecture credit, speaker reimbursement.
• Works with sponsors and exhibitors, including preparation of letters and invoices.
• Charts the receipt of sponsorships and communicates with sponsors and leadership regarding sponsorships.
• Manages on-site registrations for section events and seminars.
• Coordinates travel, hotel, excursions and events for out-of-state and out-of-country trips.
• Updates section websites and handle listserv notices to the membership and council.
• Coordinates audiovisual for live programs and live webcasts

Coordinates publication of section newsletters, membership directories, handbooks, journals, section service projects, and special projects adopted by assigned sections/divisions/committees, etc.

Prepares, communicates, presents, monitors, and administers budgets for

assigned sections/divisions. Educates section leadership on Standing Board Policy regarding budget, section management fees, CLE administrative and other costs, and financial statements. Analyzes past expenses and anticipates future expenditures. Prepare budget amendments as approved by Executive Councils

Responds to Bar members, which includes routine work with officers, executive council and committees, along with general Bar members calling regarding section/division/committee inquiries

Administers special projects adopted by sections, e.g. grant programs, scholarships, special benefits for executive council such as travel reimbursement or sponsorships to section CLEs for the executive council and general Section Membership

Other duties as assigned

Knowledge:

• Technology
• Websites, online CLEs, webinars, live webcasts
• Working knowledge of financial/accounting and budgeting practices
• Professional office procedures and practices
• Correct spelling, punctuation and grammar usage

Skills:

• Working with databases
• Computer proficiency
• MS Word, MS Excel, and MS PowerPoint
• Adobe Acrobat
• Microsoft Office 365 and Outlook

Abilities:

• Travel frequently
• Communicate effectively and professionally, verbally and in writing
• Organize and prioritize work
• Interpret The Florida Bar policies and procedures
• Manage difficult situations with tact and professionalism
• Consistently provide an excellent service-oriented attitude
• Establish and maintain effective working relationships
• Operate well under pressure and in a team atmosphere
• Learn The Rules Regulating The Florida Bar
• Learn new computer software/databases
• Manage and maintain a high level of confidentiality
• Use discretion and independent judgment
• Create ADA compliant forms and documents using Adobe
• Work overtime and outside of normal business hours
• Handle stress and constant change
• Lit for long periods of time, hear and converse over the telephone, and key/work frequently on a computer
• Lift 5 to 10 lbs

Please notify HR, in advance, if you need reasonable accommodations to participate in the employment process.

EOE. This organization participates in E-Verify. Position is open until filled. Exempt position.

This position is in an in-office position, located in Tallahassee, Florida and is not a remote position.