Event Planning & Travel Management

• Responsible for all phases of planning, organizing, budget and implementation of the Institute monthly research seminar series, Training Program in the Chemical Senses (TPCS) monthly professional development workshop, an annual multi-university retreat, and other Institute special events.
• Management of Institute event efforts including itinerary coordination, hotel & flight arrangement, on-site logistics, seminar scheduling, and any special requests.
• Respond to telephone, mail and electronic inquiries regarding the institute’s events.
• Prepare and process myUFL Travel Authorizations and Travel Expense Reports for faculty, staff, and visitors.
• Serve as a “Delegate” in the UF GO travel system, originating and reconciling travel on behalf of travelers.
• Process business-related reimbursements while ensuring accurate documentation and compliance with spending policies.

Fiscal Services

• Serve as the initial point of contact for all Institute fiscal operations, providing guidance and independent judgment on financial processes.
• Ensure compliance with university and sponsor regulations regarding fiscal transactions.
• Invoices: Confirms receipt of goods/services with Institute Director and serves as a Level 1 processor within myUFMarketplace to independently ensure costs are allocable, allowable, and funds are available.
• Purchase Orders (PO): Initiator of purchase orders in myUFMarketplace for the Institute. Ensure all recurring/service POs are in place at the start of each fiscal year. Monitors and reviews transactions processed against the Open Encumbrance Summary Report monthly. Submits change requests as needed, and finalizes POs once the items/services are received.
• Procurement Cards (pcard): Reconcile Pcard transactions as needed by the institute. Ensure all charges are allowable from designated sources of funds, all back-up documentation is provided, along with any approvals if needed. Verify compliance of spend and budget justifications are appropriate.
• Prepares Travel Requests and Travel Expense Reports, as needed for the Institute’s invited speakers. This also includes processing travel for visitors, reimbursements, and special events. This position will hold a “Delegate” role in the UF GO travel system for originating and reconciling trips on behalf of travelers.
• Prepares reports for the director to support University and state budget reporting

Marketing, Website & Design

• Provide expert oversight and assistance in managing the Institutional website and media platforms to promote recognition of the Institute on the World’s stage.
• Work with Director to create digital and print marketing media for Institute initiatives, programs, and events.
• Create and disseminate a monthly newsletter that showcases the growth, achievements in science, and upcoming events each month.

Administrative

• Oversee daily office operations, setting work priorities and deadlines.
• Perform confidential and non-routine administrative duties, ensuring seamless office management.
• Monitor office inventory and order supplies as needed through myUFMarketplace.
• Serve as the primary point of contact for the institute, greeting and appropriately routing visitors to the Director, based on need.
• Manage institute mail and package distribution, retrieving items from the PO Box and ensuring proper record-keeping.

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Proven ability to communicate effectively, both verbally and in writing.
Proven ability to establish and maintain effective working relationships.
Proven ability to plan, organize, and manage the Institute Seminar Series/Workshops.
Knowledge of Canva, Twitter, Facebook, and Adobe products for content creation.
Proficiency in all Microsoft Office applications.
Knowledge of general office procedures.
Experience with operating office equipment.