MARKETING, RECRUITMENT, AND COMMUNICATIONS. Supports the program’s marketing and recruitment efforts to enhance visibility, attract prospective students, and strengthen engagement with external audiences. Assists in planning and executing recruiting events, including coordinating logistics, preparing promotional materials, and representing the program to prospective students and partners. Travels to and attends recruiting events as needed, which may include occasional overnight travel to regional or national locations. Collaborates with leadership to research, coordinate, order, and distribute branded promotional items and recruitment collateral. Develops and maintains communication lists and contributes to targeted outreach initiatives. Ensures consistent program messaging across communications and events, and serves as a liaison with internal and external stakeholders to promote program offerings. Tracks inquiries and supports follow-up communications to help advance applicants through the recruitment pipeline. Expected to maintain a physical presence at key recruitment events and information sessions to represent the program professionally and answer prospective student questions.
STUDENT SERVICES. Performs various services for enrolled students, including registering students for classes; communicating with students about holds and how to resolve them; generating and distributing confidential grade report letters for employer/sponsor reimbursement; planning, refining, and overseeing catering service for class weekends; coordinating classroom and facility requirements; facilitating student access via swipe card entry system; inputting textbook adoptions; organizing, ordering, and distributing course materials; and adding course resources into the UF Library Course Reserves system, as needed. Facilitates faculty evaluations; prepares and distributes course and student information to instructors prior to each semester; coordinates orders and delivery of Gator1 cards, course packets, SWAG, badges, and nameplates. Serves as a liaison for the program with the broader university community, including the Graduate Admissions Office, Registrar’s Office, Bursar’s Office, Athletic Ticket Office, Financial Aid Office, and Veteran’s Affairs. Assists instructors with eLearning sites and travel arrangements, as needed. Provides invoices and receipts to students for course fees upon request, monitors payments, follows up on past due accounts, and maintains confidential student account records.
EVENT COORDINATION. Plans and coordinates various special events for students, including new student orientation, graduation-related events, and end-of-semester events. Responsibilities include selecting and securing facilities, planning and ordering catering services, negotiating prices, preparing and distributing invitations, maintaining counts of expected attendees, representing the program at events, and facilitating payment processes. Attends and provides on-site support at program events, including recruiting events, orientation sessions, and special program functions. Assists the Associate Director with securing venues for recruiting events and coordinating event logistics as needed.
FISCAL RESPONSIBILITIES. Performs fiscal activities, including planning and processing travel for faculty and TAs; making PCard purchases; processing and tracking associated paperwork; requesting and tracking purchase orders; and monitoring the invoice payment system to ensure timely and accurate processing. Fosters strong vendor relations, facilitates vendor access to the UF billing system, and orders classroom and reference materials and other required items.
APPLICATION AND ADMISSIONS PROCESSING. Assists in recruitment event planning and processes incoming student applications. Compiles application files and summary reports for the OEM Admissions Committee and facilitates the review cycle, including setting deadlines and sending reminders. Processes decision letters and obtains required signatures through DocuSign under the direction of the Associate Director.
GENERAL OPERATIONS. Maintains smooth day-to-day operation of the program; responds to phone calls and correspondence; supports recruiting trip preparations; researches program needs; and interacts with campus partners, including the Bursar’s Office, MBA Program, Division of Continuing Education, University Financial Services, Finance and Accounting, the Registrar’s Office, the Graduate Admissions Office, and the Graduate School. Provides procedural input to support continuous program improvement.
PROCEDURAL DOCUMENTATION & OTHER DUTIES AS ASSIGNED. Drafts and maintains a procedural manual for the OEM office; Maintains sufficient office and program supplies, including promotional materials; transports and distributes course materials and SWAG (requires some heavy lifting).