Communications & Program Coordinator

Classification Title:

Marketing and Communications Specialist I

Classification Minimum Requirements:

Bachelor’s degree and two years of relevant experience; or an Associate’s degree and four years of

relevant experience; or an equivalent combination of education and experience.

Job Description:

Plan and execute communications and marketing for the center. Manage PURC’s Annual Conference, Executive Committee Meeting and sponsor relationships, which are the center’s primary outreach to promote research and thought leadership. Duties include:

• Manage center’s current communication plan and make recommendations to improve it. Current plan includes e-mail communications with A/B split testing, physical mailers, printed collateral for promotional purpose, social media posts and some website posts
• Manage center’s marketing efforts for existing and future initiatives. Evaluate effectiveness of marketing and communications campaigns for center’s activities and make recommendations for improvement following center’s goals
• Contribute to the creation of marketing materials and communications pieces for the center’s established and future activities. This may include social media posts, written communications such as letters, e-mails, one-pagers, posters, etc.
• Draft and make recommendations on engaging, informative, accurate and attractive written communication pieces and targeted marketing campaigns to promote the center, its existing and new activities as needed
• Lead PURC staff and students in communications and marketing efforts, and collaborate with PURC director in these matters
• Serve as liaison between center director and PURC sponsors (approx. 8). Communicate with sponsors to set up online and in-person meetings for PURC director and other PURC staff
• Contribute to strategic discussions to enhance engagement with existing sponsors and potential new sponsors, strengthen relationships with PURC stakeholders and clients, and help identify their needs
• Coordinate PURC’s ½ day Executive Committee Meeting and 1.5 day Annual Conference held once a year. Manage conference planning meetings, conference agenda, action items, deadlines, event timelines, etc.
• Invite conference speakers and liaise regarding administrative and logistical aspects of their participation such as presentation materials, accommodation, travel, transportation arrangements, reimbursements, etc.
• Manage and report on conference registrations. Participants range from PURC sponsors, utility representatives, some UF students, faculty and staff, etc.
• Coordinate, contract and negotiate pricing with conference vendors
• Serves as onsite conference coordinator and collaborates with other PURC team members and students to make the event a success

Manage all aspects of the PURC Advanced International Practices Program. This program typically has two consecutive courses held once a year. Duties include:

• Coordinate all aspects of applications and selection processes of course participants in an accurate and timely manner: Maintain engaging, professional, informative, clear and timely communications with program applicants, potential applicants, current and past participants before, during and after our courses. Manage initial contact with actual and potential applicants, and 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. Issue appropriate reports and interpret relevant data for other team members, faculty, associate director and director.
• Evaluate training effectiveness with regards to training goals, and make recommendations
• Work with other project team members, OPS staff and/or student assistants as needed to complete all project tasks such as all data entry, accurate and timely production of acceptance letters, invoicing, etc. for accepted participants, adjunct services or extra-curricular activities
• Manage all aspects pertaining to program speakers and course calendars, communications with speakers, their travel, honoraria, reimbursements, session materials, hotel accommodations, etc.
• Update speaker tracking method for each program, 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
• Responsible for general event management and setting up timelines, tracking progress, etc.
• Manage on-site staff schedule, session evaluation reports, etc. in consultation with program faculty and other team members
• Negotiate contracts and pricing with program vendors
• Serve as on-site coordinator and ensure participants and speakers needs are met during program deliveries. Requests range from assistance with presentations (PowerPoint, Excel, Word, etc.) to making medical appointments, arranging transportation, etc.
• Market program through brochures, e-mails, website and/or other targeted campaigns
• Consult with Warrington College of Business instructional designers on teaching technologies
• Update program budgets, and track program expenses

Manage areas of or lead (other) existing or future PURC events, projects, and other PURC initiatives, as assigned. These are referred to as “activities” below. Duties include:

• Liaise with host institution’s representative(s) in an engaging and caring way to ensure that the activity develops as agreed by PURC associate director and/or research faculty
• Contribute to the design, implementation, and follow up of all aspects of PURC activities outside the content area
• Create and manage all aspects of each activity 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 activity
• Coordinate with event speakers or project researchers regarding all event/project/initiative materials, presentation materials, travel arrangements, etc.
• Compile and produce activity materials as needed
• Contract and negotiate with training facilities as needed, and with other vendors
• Serve as on-site coordinator for event/activity 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 and two years of relevant experience; or an Associate’s degree and four 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 practical experience with

building e-mail campaigns and managing social media. International experience or knowledge of other

cultures is a plus.

The incumbent 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.

Special Instructions to Applicants:

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

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

Health Assessment Required:

No