Administrative Assistant I

University of Florida • Gainesville, FL

1d

About The Position

The Administrative Assistant I supports course and program administration, marketing and communications, office administration, and on-site course operations. The role serves as a point of contact for participants and helps coordinate registration, onboarding, course access, and related documentation while maintaining accurate records and providing professional customer service.

The position also manages departmental marketing channels, including website updates and social media, and develops digital and print materials to promote courses and improve the participant experience. Office duties include front desk support, recordkeeping, payment processing, scheduling, correspondence, and general office operations. Weekend course operations include arranging catering, preparing rooms and materials, and addressing logistical issues on site.

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, including Excel, Outlook, PowerPoint, and Word.

Responsibilities

• Serve as a point of contact for participants by phone, email, and in person, providing timely, professional, solution-oriented communication.
• Coordinate participant registration, verify prerequisites, and maintain accurate enrollment records in the registration system.
• Assist participants with online course access, 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 and ensure compliance with program standards.
• Manage and maintain departmental 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 efforts 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 according to university procedures.
• Assist with scheduling, correspondence, and organized office systems.
• Coordinate weekend course logistics, including catering, room setup, and materials preparation.
• Serve as an on-site resource for participants, instructors, and vendors, and resolve issues in real time.
• Oversee signage, attendance tracking, and the overall participant experience during on-site courses.

Benefits

• Low-cost State Health plans; dental and vision plans; domestic partner coverage through GatorCare; optional life, disability, legal, and accident insurance.
• Competitive pension plans, investment accounts, and voluntary retirement plan add-ons, including 457 deferred compensation and 403(b) plans.
• Vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days, 13 sick days, and 4 personal leave days annually, based on full-time employment.
• Paid family leave of eight full weeks over a 24-month period.
• GatorPerks employee discount program.

What This Job Offers

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