Administrative Event Coordinator
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.
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.
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