Administrative Assistant I

University of Florida • Gainesville, FL

18h • $19

About The Position

The Administrative Assistant I supports the daily administrative operations of the Continuing Dental Education (CDE) department at the UF College of Dentistry. This role plays a critical part in the planning and delivery of over 100 continuing education courses each year. The successful candidate will be detail-oriented, organized, and proactive, and will take ownership of their responsibilities while learning and growing in a fast-paced, customer-focused academic environment.

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 a point of contact for participants by phone, email, and in person, ensuring timely, professional, and solution-oriented communication.
• Coordinate participant registration, verify prerequisites, and maintain accurate enrollment records within the registration system.
• Support participants with online course access, troubleshooting account issues, and fulfilling requests for course documentation or duplicate certificates.
• Ensure a seamless registration and onboarding experience by proactively communicating course details, requirements, and logistics.
• Maintain a high level of customer service while resolving participant concerns and ensuring compliance with program standards.
• Manage and maintain the department’s marketing channels, including website updates and social media platforms such as Instagram.
• Develop and produce digital and print marketing materials, including course promotions, flyers, and visual assets.
• Create wayfinding signage, QR codes, and other participant-facing materials to enhance the on-site experience.
• Ensure brand consistency and support strategic outreach efforts to promote course offerings and increase enrollment.
• Provide front desk support as needed, maintaining a professional and welcoming environment.
• Ensure accurate recordkeeping in compliance with ADA CERP standards.
• Process payments and issue receipts in accordance with university procedures.
• Assist with general office operations, including scheduling, correspondence, and maintaining organized systems.
• Coordinate and execute weekend course logistics, including catering arrangements, room setup, materials preparation, and real-time problem solving.
• Serve as a key on-site resource for participants, instructors, and vendors to ensure smooth course delivery.
• Oversee details such as signage, attendance tracking, and overall participant experience.

Benefits

• The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision.
• Domestic partner coverage through GatorCare is also available.
• Optional plans such as life, disability, legal and accident insurance are also available.
• Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
• UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave.
• TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment).
• UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
• UF Employees are also eligible for the GatorPerks Discount Program , which provides big savings at various businesses and retailers!
• Explore UF’s plethora of benefit options here: TEAMS Benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees