Administrative Event Coordinator

The Heavener School of Business at the University of Florida is recognized as one of the nation’s top-ranked undergraduate public business schools, offering a wide array of bachelor’s degree programs including Finance, General Studies, Information Systems, Management, and Marketing. Serving more than 5,000 students, the school emphasizes a comprehensive educational experience grounded in four key pillars: Academics, Career Development, International Studies, and Leadership. This foundation is designed to equip graduates with the skills and knowledge necessary to excel in their careers and lead purposeful lives. The school’s commitment to excellence is reflected in its vibrant community that fosters innovation, professional growth, and leadership development within a supportive and dynamic environment.

The role in focus is the Administrative Assistant II position within the Heavener School of Business’ BA-UPO Business Office located at the Main Campus in Gainesville, Florida. This is a full-time, staff position with an expected hourly salary ranging from $21.55 to $23.00. The individual filling this role will serve as a pivotal support member providing comprehensive administrative and event coordination assistance across several units of the school, including Heavener Experiential Learning, UF Online Business, Academic Advising, International Programs, and general Administration.

As the primary event coordinator, the Administrative Assistant II is responsible for managing all facets of event planning and execution—from researching vendor quotes and securing venues to scheduling caterers and overseeing day-of event logistics. Additionally, this role involves creating evaluation tools such as surveys and feedback forms to assess event effectiveness and enhance program delivery. The position also acts as the main point of contact for handling travel arrangements, expense reports, and reimbursements related to student leadership programs, alumni events, and undergraduate competitions, ensuring strict adherence to University of Florida travel regulations and departmental procedures.

Beyond event coordination, the role encompasses various administrative tasks including preparing timely documentation for orders, invoices, and payments, managing case competition registrations and budgets, and supervising student assistants during the academic year. The Administrative Assistant II will also maintain inventory databases and storage areas, serve as a backup for room reservation systems, and lead the HSB Teambuilding committee, reflecting a multifaceted involvement in the school’s operations and community engagement.

The normal work schedule is Monday through Friday from 8:00 am to 5:00 pm, with occasional requirements for evening or weekend hours for special events, compensated with flexible time arrangements. The University of Florida provides a comprehensive benefits package including health insurance, retirement options, paid leave, and employee education programs to support professional development. This position is also eligible for veteran’s preference, reflecting the institution’s commitment to supporting former service members.

The ideal candidate will bring a high school diploma or equivalent, coupled with multiple years of relevant professional experience in accounts and administrative roles. Preferred qualifications include a bachelor’s degree and familiarity with MS Office tools, Adobe Acrobat, Zoom, and enterprise systems such as PeopleSoft and WorkDay. Prior exposure to the university’s purchasing procedures and fiscal policies, strong communication skills, and a proven ability to plan and prioritize work efficiently are highly valued. The capacity to build positive relationships across diverse populations, demonstrate initiative, and lead projects independently ensures success in this critical administrative function at one of the country’s premier business schools.