Job Description

Classification Title:

Administrative Spec II

Classification Minimum Requirements

Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

The Office of Graduate Education (OGE) at the College of Medicine is seeking a detail oriented and creative Graduate Engagement and Outreach Coordinator to focus on enhancing engagement and outreach through events, recruiting, and digital platforms. This role involves planning and executing a wide range of academic and professional events, serving as the primary liaison for event inquiries, and coordinating logistics, vendor selection, and policy compliance.

The coordinator will collaborate closely with leadership, faculty, and external partners to organize events such as graduate student and postdoc candidate interviews, graduations, seminars, workshops, and award ceremonies. This position requires strong skills in financial management, vendor coordination, and maintaining confidentiality. The ideal candidate will have extensive experience in event planning and execution, display a professional demeanor, and exercise independent and prudent judgment consistently. Additionally, the role involves developing and implementing recruitment strategies, managing social media and website content, and ensuring effective communication with stakeholders.

Event Planning & Coordination:

• Serve as the primary contact for event-related inquiries, ensuring meticulous plannings and execution of graduations, seminars, candidate recruiting visits, workshops, and award ceremonies.
• Collaborate with the OGE Administrator and Associate Dean to define event vision, objectives, and budget aligning with the College's strategic goals and enhancing the graduate program's academic environment.
• Research and arrange venues, develop event floorplans, curate catering menus, select vendors, arrange transportation, ensure audio-visual (AV) and IT needs, determine décor, and handle all logistics.
• Lead on-site management during events, proactively addressing any issues to ensure the successful execution and participant satisfaction including high-profile events like graduations and award ceremonies.
• Work closely with College of Medicine (COM) departments to gather information and materials for events, ensuring a cohesive and inclusive representation of departmental achievements and student honors. 
• Manage communications with stakeholders (i.e., students, faculty, staff, inside vendors, outside vendors, etc.), track RSVPs, and handle event-related inventory and contracts.
• Oversee event volunteers and student workers, ensuring all arrangements are conducted as planned and participant satisfaction is achieved. Responsible for overseeing planning, set-up, on-site assistance, and clean up.
• Create a multi-media communications plan in collaboration with OGE’s marketing and communications coordinator and COM/HSC communications, for advertisement of events, such as digital platforms and print, invitation mailers, fliers, social media posts, and other promotional materials. 

Event Procurement, Finance, and Accounts Payable:

• Receive, review, and process event invoices, negotiate vendor proposals and quotes, and monitor expenses to ensure budget compliance, process reconciliation of p-card charges.
• Manage travel bookings and itineraries for visiting guest speakers and conference participants, including payment of speaker honoraria and travel expense reimbursements.
• Compile reports and analyze data on vendor responses and pricing.
• Reconcile invoices to purchase orders and manage returns for credit or replacement.
• Submit required documentation to the COM Finance department.

Academic Administrative Support:

• Collaborate with the OGE staff, COM Communications team, 3rd party vendors, and internal teams to develop and implement recruitment strategies for prospective graduate students.
• Assist with manage advertising of OGE programs for recruiting purposes.
• Maintain student database for student status, progress, and career tracking of alumni.
• Manage and update the OGE and Graduate Program in Biomedical Sciences websites and social media accounts.

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of diverse populations, the College of Medicine plays a pivotal role in shaping the future of medicine. 

For more information about the College of Medicine and its programs, visit College of Medicine. 

We Offer Exceptional Benefits:

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance 
• Life and Disability Insurance 
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave) 
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

About Gainesville, Florida:

Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.

Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!

For more information, check out: The Guide to Greater Gainesvilleand Explore Gainesville in 60 seconds

Expected Salary:

$48,000 - $56,000; commensurate with education and experience.

Required Qualifications:

Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred

• Demonstrated training and/or experience in event and/or conference coordination and management.
• Exceptional attention to detail and creativity in planning and executing events.
• Strong logistical knowledge, self-motivation, and ability to work independently while meeting deadlines.
• Ability to communicate and interact positively and effectively with the faculty, staff, student, trainees, and event speakers, and attendees.
• Demonstrated ability to work collaboratively within a team and with external partners.
• Proven ability to manage multiple-competing projects or tasks simultaneously.
• Ability to understand, interpret, and apply rules, regulations, policies, and procedures accurately.
• Experience in managing social media platforms and creating digital marketing content.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

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).

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

Health Assessment Required:No

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