Academic Assistant II
About The Position
The Pre-Health/Pre-Law Assistant provides front-desk reception and administrative support for the Academic Advising Center and the Pre-Health/Pre-Law advising offices. This position serves as a first point of contact for students and visitors and supports appointment scheduling and calendar management, communications and outreach, records management, and routine tracking/reporting using UF systems and standard office technology. Advisor Support (Pre-Health & Pre-Law) Serve as first point of contact by answering telephones, routing calls, greeting visitors, and directing students appropriately. Provide general administrative support to advisors, including responding to routine questions and routing non-routine inquiries to appropriate staff. Schedule advising appointments and meetings; maintain calendars and reserve meeting space as needed. Coordinate day-to-day office flow for advising support (messages, follow-up needs, basic intake tracking). Prepare routine materials and information for advising operations as assigned. Academic Advising Center Front Desk & Records Support Staff the Office Front Information Counter and provide customer service to students, parents, faculty, staff, and visitors. Provide general information regarding registration, schedule adjustments, and relevant College/University rules and procedures; refer complex issues to appropriate staff. Schedule advising appointments, answer telephones, and scan and organize files as needed for CLAS students served by the unit. Maintain availability of forms/materials and ensure current versions are stocked and accessible. Communications, Outreach, and Content Support Support outreach to students, including routine email communications and preparation of newsletters/announcements using established templates and direction from program staff. Create/update basic marketing materials and social media posts within established guidelines and templates. Proofread, format, and post/distribute communications and materials as assigned. Reporting, Events, and Team Support Maintain basic statistical tracking data for annual reports and other projects as needed. Prepare, proofread, and print materials for events, workshops, and presentations; provide day-of support as assigned. Support team meeting logistics, including soliciting agenda items and recording/distributing meeting minutes. Other Duties Perform other related duties as assigned to support office operations.
Requirements
- High school diploma or equivalent and one year of relevant experience.
Nice To Haves
- Experience providing front-line customer service in a high-volume office environment (higher education/student services preferred).
- Experience scheduling appointments/meetings and managing calendars.
- Demonstrated proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Experience drafting and formatting routine communications (emails, newsletters, announcements) using templates and established guidelines.
- Experience maintaining records and compiling basic tracking data or routine reports.
- Demonstrated ability to handle sensitive or confidential information with discretion (FERPA awareness preferred).
- Strong organizational skills, attention to detail, and ability to manage competing priorities while maintaining a professional, service-oriented approach.
Responsibilities
- Serve as first point of contact by answering telephones, routing calls, greeting visitors, and directing students appropriately.
- Provide general administrative support to advisors, including responding to routine questions and routing non-routine inquiries to appropriate staff.
- Schedule advising appointments and meetings; maintain calendars and reserve meeting space as needed.
- Coordinate day-to-day office flow for advising support (messages, follow-up needs, basic intake tracking).
- Prepare routine materials and information for advising operations as assigned.
- Staff the Office Front Information Counter and provide customer service to students, parents, faculty, staff, and visitors.
- Provide general information regarding registration, schedule adjustments, and relevant College/University rules and procedures; refer complex issues to appropriate staff.
- Schedule advising appointments, answer telephones, and scan and organize files as needed for CLAS students served by the unit.
- Maintain availability of forms/materials and ensure current versions are stocked and accessible.
- Support outreach to students, including routine email communications and preparation of newsletters/announcements using established templates and direction from program staff.
- Create/update basic marketing materials and social media posts within established guidelines and templates.
- Proofread, format, and post/distribute communications and materials as assigned.
- Maintain basic statistical tracking data for annual reports and other projects as needed.
- Prepare, proofread, and print materials for events, workshops, and presentations; provide day-of support as assigned.
- Support team meeting logistics, including soliciting agenda items and recording/distributing meeting minutes.
- Perform other related duties as assigned to support office operations.
Benefits
- eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
