Administrative Assistant I

University of Florida • Gainesville, FL

3h

About The Position

The Administrative Assistant I supports course and program administration, marketing and communications, office operations, and on-site course delivery. The position serves as a point of contact for participants, coordinates registration and course access, maintains enrollment records, and helps ensure a smooth registration and onboarding experience. It also manages department marketing channels and materials, provides front desk and administrative support, and coordinates weekend course logistics.

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 and organizational skills, with the ability to prioritize tasks independently.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office, including Excel, Outlook, PowerPoint, and Word.

Responsibilities

• Respond to participants by phone, email, and in person with timely, professional, solution-oriented communication.
• Coordinate participant registration, verify prerequisites, and maintain accurate enrollment records in the registration system.
• Help participants access online courses, troubleshoot account issues, and fulfill requests for course documentation or duplicate certificates.
• Communicate course details, requirements, and logistics to support registration and onboarding.
• Resolve participant concerns while maintaining customer service and compliance with program standards.
• Manage department marketing channels, including website updates and social media platforms such as Instagram.
• Develop digital and print marketing materials, including course promotions, flyers, and visual assets.
• Create wayfinding signage, QR codes, and other participant-facing materials.
• Maintain brand consistency and support outreach to promote course offerings and increase enrollment.
• Provide front desk support and maintain a professional, welcoming environment.
• Maintain accurate records in compliance with ADA CERP standards.
• Process payments and issue receipts in accordance with university procedures.
• Assist with scheduling, correspondence, and organized office systems.
• Coordinate weekend course logistics, including catering, room setup, and materials preparation.
• Troubleshoot issues in real time during courses and serve as an on-site resource for participants, instructors, and vendors.
• Oversee signage, attendance tracking, and the overall participant experience during on-site courses.

Benefits

• Low-cost state health plans, dental plans, and vision coverage.
• Domestic partner coverage through GatorCare.
• Optional life, disability, legal, and accident insurance plans.
• Competitive pension plans, investment accounts, and voluntary retirement options such as 457 deferred compensation and 403(b) plans.
• Vacation leave, sick leave, 11 paid holidays, personal leave days, and family medical leave.
• For TEAMS employees, approximately 22 vacation days, 13 sick days, and 4 personal leave days annually; accruals are based on full-time employment.
• Paid family leave of eight full weeks over a 24-month period.
• GatorPerks discount program for savings at businesses and retailers.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED