University Of Florida
Graduate Engagement and Outreach Coordinator - Office of Graduate Education (OGE
University Of Florida, Gainesville, Florida, us, 32635
Graduate Engagement and Outreach Coordinator - Office of Graduate Education (OGE)
Job no:
536748 •
Work type:
Staff Full-Time •
Location:
Main Campus (Gainesville, FL) •
Categories:
Health Care Administration/Support •
Department:
29010801 - MD-GRADUATE STUDENT PROGRAMS Classification Title:
Bachelor\'s 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. The position requires strong skills in financial management, vendor coordination, and maintaining confidentiality. The ideal candidate will have extensive experience in event planning and execution, a professional demeanor, and the ability to exercise independent and prudent judgment. 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 planning 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, addressing issues to ensure successful execution and participant satisfaction, including high-profile events like graduations and award ceremonies. Work with College of Medicine (COM) departments to gather information and materials for events, ensuring cohesive representation of departmental achievements and student honors. Manage communications with stakeholders, track RSVPs, and handle event-related inventory and contracts. Oversee event volunteers and student workers, ensuring arrangements are conducted as planned and participant satisfaction is achieved. Responsible for planning, setup, on-site assistance, and cleanup. Create a multi-media communications plan with OGE\'s marketing and communications coordinator and COM/HSC communications for advertisement of events on digital platforms and print. Event Procurement, Finance, and Accounts Payable: Receive, review, and process event invoices, negotiate vendor proposals and quotes, and monitor expenses to ensure budget compliance; reconcile p-card charges. Manage travel bookings and itineraries for visiting guest speakers and conference participants, including payment of speaker honoraria and travel 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 OGE staff, COM Communications team, 3rd party vendors, and internal teams to develop and implement recruitment strategies for prospective graduate students. Assist with 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 combining basic sciences with hands-on clinical experience, emphasizing interdisciplinary collaboration and community engagement. The College hosts 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 the College of Medicine site. We Offer Exceptional Benefits: Low-cost State Health Plans: Medical, Dental, and Vision Insurance Life and Disability Insurance Generous Retirement Options Comprehensive Paid Time Off Packages (includes over 10 paid holidays, plus paid family, sick, and vacation leave) Professional development opportunities: UF Training & Organizational Development, leadership development, LinkedIn Learning, and more Tuition Assistance through the UF Employee Education Program Public Service Loan Forgiveness (PSLF) Eligible Employer About Gainesville, Florida: Gainesville is home to the University of Florida, offering a vibrant academic and healthcare community, an affordable cost of living, no state income tax, mild winters, and access to outdoor activities and cultural amenities. Salary: $48,000 - $56,000; commensurate with education and experience. Required Qualifications: Bachelor\'s 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. 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 effectively with faculty, staff, students, trainees, event speakers, and attendees. Ability to work collaboratively within a team and with external partners. Proven ability to manage multiple projects simultaneously. Ability to understand, interpret, and apply rules, regulations, policies, and procedures. 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, contact 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD). Administrative notes:
This requisition has been reposted. Previous applicants are still under consideration. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No. Equal Employment Opportunity Employer: The University of Florida is an EEO employer.
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Job no:
536748 •
Work type:
Staff Full-Time •
Location:
Main Campus (Gainesville, FL) •
Categories:
Health Care Administration/Support •
Department:
29010801 - MD-GRADUATE STUDENT PROGRAMS Classification Title:
Bachelor\'s 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. The position requires strong skills in financial management, vendor coordination, and maintaining confidentiality. The ideal candidate will have extensive experience in event planning and execution, a professional demeanor, and the ability to exercise independent and prudent judgment. 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 planning 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, addressing issues to ensure successful execution and participant satisfaction, including high-profile events like graduations and award ceremonies. Work with College of Medicine (COM) departments to gather information and materials for events, ensuring cohesive representation of departmental achievements and student honors. Manage communications with stakeholders, track RSVPs, and handle event-related inventory and contracts. Oversee event volunteers and student workers, ensuring arrangements are conducted as planned and participant satisfaction is achieved. Responsible for planning, setup, on-site assistance, and cleanup. Create a multi-media communications plan with OGE\'s marketing and communications coordinator and COM/HSC communications for advertisement of events on digital platforms and print. Event Procurement, Finance, and Accounts Payable: Receive, review, and process event invoices, negotiate vendor proposals and quotes, and monitor expenses to ensure budget compliance; reconcile p-card charges. Manage travel bookings and itineraries for visiting guest speakers and conference participants, including payment of speaker honoraria and travel 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 OGE staff, COM Communications team, 3rd party vendors, and internal teams to develop and implement recruitment strategies for prospective graduate students. Assist with 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 combining basic sciences with hands-on clinical experience, emphasizing interdisciplinary collaboration and community engagement. The College hosts 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 the College of Medicine site. We Offer Exceptional Benefits: Low-cost State Health Plans: Medical, Dental, and Vision Insurance Life and Disability Insurance Generous Retirement Options Comprehensive Paid Time Off Packages (includes over 10 paid holidays, plus paid family, sick, and vacation leave) Professional development opportunities: UF Training & Organizational Development, leadership development, LinkedIn Learning, and more Tuition Assistance through the UF Employee Education Program Public Service Loan Forgiveness (PSLF) Eligible Employer About Gainesville, Florida: Gainesville is home to the University of Florida, offering a vibrant academic and healthcare community, an affordable cost of living, no state income tax, mild winters, and access to outdoor activities and cultural amenities. Salary: $48,000 - $56,000; commensurate with education and experience. Required Qualifications: Bachelor\'s 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. 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 effectively with faculty, staff, students, trainees, event speakers, and attendees. Ability to work collaboratively within a team and with external partners. Proven ability to manage multiple projects simultaneously. Ability to understand, interpret, and apply rules, regulations, policies, and procedures. 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, contact 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD). Administrative notes:
This requisition has been reposted. Previous applicants are still under consideration. Application must be submitted by 11:55 p.m. (ET) of the posting end date. Health Assessment Required: No. Equal Employment Opportunity Employer: The University of Florida is an EEO employer.
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