Assistant Program Administrator

Assistant Program Administrator #2159

Professional Development | Programs

Minimum starting salary $52,931.81 with excellent benefits

Summary function: Assist the Real Property, Probate, and Trust Law (RPPTL) Section Program Administrator by providing a variety of high-level administrative duties. Co-manage all aspects of RPPTL Section CLE programming.

Required minimum education: Bachelor's Degree (proof of degree required at interview).

Required minimum professional work experience: Three (3) years of professional office administrative experience - preferably in public relations and/or business administration and/or association management.

Appropriate related work experience may substitute for the degree on a year-for-year basis.

Essential Duties and Responsibilities:

Co-manage all aspects of RPPTL Section CLE programs. Coordinate program with officers, program chairs, and speakers. Ensures CLE programs stay on schedule in accordance with the standard program timeline. Create CLE products in InReach and Salesforce. Contract necessary AV contractors. Communicate and follow up with speakers and program chairs regarding materials, AV, CLE lecture credit, and speaker travel reimbursement. Work with sponsors and exhibitors including preparation of letters and invoices. Track the receipt of sponsorships and communicate with sponsors and leadership regarding sponsorships. Manage onsite registrations for section events and seminars. Oversee updates to the Section website and handle e-blast communications to RPPTL Section Executive Council and section membership.

Assist in the development of all aspects of new and ongoing meetings and activities for seminars, programs, and activities for the RPPTL Section. Assists with administrative tasks for meetings (examples include creating brochures, signage, nametags, and other items needed for registration). Assist with coordinating excursions and events for meetings by requesting quotes, scheduling events, creating purchase orders or contract review firms, and following through with payment. Builds event App and loads content for all meetings and distributes to membership. Assist with the creation and implementation of special programs and projects adopted by the section including grants, scholarships, outreach, publications, etc. Set up events and items for RPPTL CLE courses, events, retreats, special programs, and items in Salesforce. Monitor member portal and generate Salesforce reports for registrations and sales.

Receive and respond to verbal and written inquiries from bar members, section and division members, vendors, and bar staff regarding courses, meetings, schedules, requirements, policies, procedures, etc.

Travel to RPPTL section meetings, conferences, and CLE programs as assigned.

Manage hotel waitlists and reservation links for section. Communicate directly with hotels regarding cancellations and room reservation upgrades and modifications. Maintain and utilize section website. Respond to inquiries regarding website logon assistance and event App questions.

Manage sponsorship revenues for the section including, but not limited to, the Attorney Loan Officer Conference, the Attorney Trust Officer Conference, the Construction Law Institute, and the Legislative Update program.

Other duties as assigned.

Knowledge of:

• Professional Development Department office and administrative procedures and practices
• Bar contracting and purchasing policies.
• Section disbursement and reimbursement policies.
• Bar CLE Policy.
• Bar Standing Board Policies pertaining to section operations.
• Correct spelling, punctuation, and grammar usage
• Fiscal practices
• Adobe Acrobat

Skilled in:

• MS Office (Word, PowerPoint, Excel, Outlook)
• Working with databases
• CLE Program Related Databases
• Typing
• Making paper and electronic documents ADA compliant
• Effective and timely communications
• Budget preparation
• Administering meetings, programs, seminars, retreats

Ability to:

• Prioritize and organize activities and work
• Coordinate multifaceted projects within set guidelines
• Pay attention to detail
• Manage records
• Draft, proofread, revise, and edit
• Create ADA compliant forms and documents using Adobe
• Interpret TFB policies and procedures
• Learn the Rules Regulating The Florida Bar
• Communicate effectively and professionally, both verbally and in writing with consumers, members of the bar, staff, and judiciary
• Establish and maintain effective working relationships with others
• Tactfully manage difficult situations
• Manage and maintain a high level of confidentiality
• Use discretion and independent judgment
• Demonstrate self-motivation and direction and operate well under pressure
• Consistently provide an excellent service-oriented attitude
• Work TFB hours
• Work under time constraints
• Accept assignment and work independently
• Travel (must be able to travel) including weekends; and requires ability to work over the standard weekly hours and outside normal business hours
• Handle stress
• Sit for long periods of time, hear and converse over the telephone, and key/work frequently on a computer
• Lift 10 to 15 lbs.

Please notify HR, in advance, if you need reasonable accommodations to participate in the employment process.

EOE. This organization participates in E-Verify. Position is open until filled.

This position is located in Tallahassee, Florida and is not a remote position.

Exempt position.