Administrative Assistant I

University of Florida•Gainesville, FL

12d•Onsite

About The Position

The Administrative Assistant I plays a crucial role in participant enrollment, communication, and overall office administration. This position serves as the primary point of contact for participants, ensuring accurate registration, providing assistance with course access and documentation, and managing records and payments for continuing education and postgraduate programs. The role also involves front desk coverage, maintaining compliance with ADA CERP standards, processing payments, overseeing test grading and credit reporting, and supporting general office operations. Additionally, the Administrative Assistant I will coordinate on-site administration for weekend courses, including check-in, paperwork, customer service, and liaising with instructors and participants.

Requirements

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Nice To Haves

Strong customer service skills and ability to work effectively with participants
Ability to interpret and apply office policies and procedures
Strong attention to detail, organizational skills, and ability to prioritize tasks independently
Excellent verbal and written communication skills
Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word)

Responsibilities

Serve as the primary point of contact for participants by phone, email, and in person, providing timely and professional assistance.
Register participants, verify prerequisites, and ensure enrollment information is accurate in the registration system.
Guide participants through online course access, troubleshoot enrollment/account issues, and provide duplicate certificates or course documentation as needed.
Manage acceptance letters, records, and payments for continuing education courses and postgraduate programs (fellowships, internships, preceptorships).
Provide front desk coverage, ensuring professional and welcoming service to all visitors and callers.
Maintain course and participant records in compliance with ADA CERP standards.
Process participant payments and issue receipts in accordance with university procedures.
Oversee test grading, certificate distribution, and CE credit reporting (AGD, CE Broker).
Support general office operations by assisting with scheduling, correspondence, and recordkeeping.
Coordinate participant check-in, paperwork collection, and customer service during weekend courses (average one weekend per month).
Serve as on-site course coordinator, ensuring smooth course operations and participant support throughout the event.
Liaise with instructors, staff, and participants to address logistical or administrative needs during courses.
Collect and organize course evaluations and other required documentation.