Administrative Assistant I

University of Florida•Gainesville, FL

2d•$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. Course & Program Administration 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. Marketing & Communications 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. Office Administration 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. On-Site Course Operations 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.

Requirements

High school diploma or equivalent and one year of appropriate 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!

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