State 4-H Events Coordinator - Gainesville, United States - University of Florida

University of Florida Gainesville, United States

3 weeks ago

Description

State 4-H Events Coordinator

Job no: 531530

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Education/Training/Instructional Design, Recreation/Event Services, Agriculture Operations, Early childhood education/Childcare

Department: AG-YOUTH,FAMILIES& COMMUNITIES

Classification Title:
Conference-Event Manager I

Job Description:

4-H Events Management for State Regional and
National Level:

Manage Florida statewide 4-H events across the state in cooperation with extension specialists, agents, and other faculty and staff.

Manage Florida's participation in nationwide and regional 4-H educational events (both competitive and non-competitive, such as National 4-H Conference, National 4-H Congress and National shooting sports) in cooperation with appropriate Extension specialists, agents, and other faculty/staff.

This may include the preparation of registration and marketing materials, coordination of awards and recognition, and event follow-up and evaluation.

Work with various counties' faculties to manage grant events.

Work with designers to create invitations, promotional and other printed materials. Oversee and facilitate event briefing and coordination of speakers/presenters.

Develop and maintain state 4-H event policies and procedures to ensure consistency in management of all state events and are in compliance with laws, UF/IFAS Extension and 4-H policies and procedures.

Provide leadership, direction, and coordination among speakers, staff, and volunteers during event program/production.

Prepare post-event analysis to assess opportunities and make recommendations for improving events and services to internal and external constituencies, and to implement recommendations as appropriate.

Seek out innovative and creative ideas for events through research, networking, and continuing education classes.

Identify and promote use of 4-H curriculum materials necessary for 4-H events that support 4-H program priorities.

Insure all events through an appropriate insurance company (e.g. American Income Life Insurance), register all events, and manage all claims.

Determine fiscal requirements for events, prepare budgetary recommendations, and negotiate terms with vendors:

Oversee a process for timely billing and collection of event fees. Coordinate event fiscal management with Business Manager, Office Assistant, OPS employees, and others.

Responsible for the preparation, monitoring and reconciling of events budgets and forwarding the invoicing information for registrations to the appropriate fiscal person.

Prepare disbursement requests for on-time payment of event vendors and services.

Help identify external funding sources to provide support for state 4-H events and awards & recognition programs.

Assist with seeking funding support for these programs in cooperation with the State 4-H Resource Development Coordinator and others as needed.

Communication, Training and Supervision of State and National 4-H Events:

Provide timely and accurate communication to faculty/staff, volunteers, youth, and the public regarding 4-H events.

and others to Works with IFAS Communication Services to prepare information, media releases, and promotional materials to promote 4-H events and activities related to the position.

Contribute content to 4-H website and social media platforms in a timely manner, to promote, support, and manage events.

Organize, facilitate, support, and/or help lead planning committees for state and national events and activities (such as Florida 4-H University).

Management of other events including4-H Legislature, State 4-H Council events, Day at the Capitol, State Fair, in-service training programs for faculty/staff, volunteer training, etc.

Train volunteers and faculty/staff to assist in the planning and implementation of events, and to serve as chaperones as needed.

Ensure that current Youth Protection Policy and Volunteer Screening Procedures are followed for all 4-H events.

Coordinate participation of Florida youth and adults in national and regional 4-H events such National 4-H Congress, National 4-H Conference, Citizenship Washington Focus, Southern Teen Regional Conference, Florida State Fair, etc.

Oversee the work of OPS and Student Assistants as assigned.

Leadership and Management of a Comprehensive Statewide and Nationwide 4-H Awards and

Recognition Program:

Provide leadership and management for a comprehensive statewide 4-H awards and recognition program in cooperation with faculty.

Promote a balance of competitive and non-competitive awards and recognition opportunities in the 4-H program by promoting use of the 4-H recognition model throughout the 4-H program.

Ensure that positive youth development is the emphasis.

Interpret and implement 4-H program policies concerning state and national events and awards and recognition.

Provide training for faculty/staff and volunteers in completing 4-H awards portfolios and state/national opportunities for awards and recognition.

Select, train, and coordinate the review of all awards portfolios for National 4-H Congress, National 4-H Conference, and state 4-H scholarship programs.

Maintain current, complete, and accurate awards and recognition information by posting on web site or other appropriate means. Ensure consistency in selection of awards recipients throughout the 4-H program.

Coordinate scholarships and other awards originating from the Florida 4-H Foundation with the State 4-H Resource Development Coordinator to ensure proper coordination of award sponsorship and donor recognition.

Prepare disbursement requests and appropriate correspondence to scholarship recipients and/or colleges/universities as needed.

Perform other related duties as assigned or approved by the supervisor:

Perform other related duties.

It is the fundamental responsibility of a state 4-H staff member to contribute to the State 4-H Headquarters team and provide practical assistance, guidance, and resources to help county Extension agents and others meet 4-H Program Standards & Expectations, as it relates to the duties of this position

Advertised Salary:
$50K to $60k commensurate with experience

Minimum Requirements:
Bachelor's degree and three years of relevant experience; or a high school diploma and seven years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Upon employment, must be able to obtain a valid Florida driver's license and maintain it while employed.

Preferred Qualifications:

Training and/or experience in event coordination and management, youth development, youth or adult education especially non-formal education, program development, and/or volunteer management.

Effective organizational skills and ability to set priorities and manage multiple job tasks.

Ability to develop and maintain systems for event management and accurate and timely records, including fiscal duties pertaining to the position.

Technological literacy, including demonstrated skill with personal computers and relevant software including Microsoft Office suite, Quickbooks, PeopleSoft, etc. Willingness to learn new software and relevant educational technology.

Ability to solve problems, work independently and cooperatively with others.

Dedication to outstanding customer service.

Demonstrated written and oral communication skills.

Marketing of events and activities for youth and volunteers.

Knowledge of or experience with University, Cooperative Extension, or 4-H Youth Development programs.

Special Instructions to Applicants:
For consideration, submit a cover letter, resume, and list of references.

Applications must be submitted by 11:55 p.m. of the posting end date.

THIS POSITION REQUIRES A CRIMINAL BACKGROUND CHECK.

THIS POSITION PROVIDES CARE TO CHILDREN, THE DEVELOPMENTALLY DISABLED, DISABLED ADULTS, OR IS OTHERWISE DEFINED IN SECTION A) FLORIDA STATUTES AND THEREFORE REQUIRES A SPECIAL BACKGROUND CHECK AS DESCRIBED IN SECTION 435 FLORIDA STATUTES.

Health Assessment Required:
No

Advertised: 14 May 2024 Eastern Daylight Time

Applications close: 21 May 2024 Eastern Daylight Time

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