OPS Administrative Assistant

University of Florida • Gainesville, FL

5d • Onsite

About The Position

This position provides routine administrative support for enrolled and prospective students, assists with processing and tracking incoming student applications, supports logistics for various events, assists with updating procedural documents and office reference materials, supports routine program communications and recruitment activities, supports the smooth day-to-day operation of the OEM office, and provides limited administrative support for fiscal and procurement activities. The position receives regular oral and written instructions from the Academic Assistant II, Associate Director, and Director, and their work is reviewed for accuracy, completeness, and compliance with established procedures. There is no supervision exercised by this position.

Requirements

• High School Diploma or equivalent

Nice To Haves

• Experience providing administrative support, customer service, or office coordination
• Strong organizational and time-management skills
• Effective written and verbal communication skills
• Proficiency with Microsoft Word, Excel, Outlook, and Teams
• Demonstrated attention to detail
• Ability to maintain confidential information
• Experience in higher education, student services, program support, databases, or event support
• An associate degree or bachelor's degree

Responsibilities

• Responding to routine inquiries by phone, email, and in person
• Assisting with course registration processes and student requests
• Preparing and distributing student and course materials
• Maintaining student files, records, contact lists, and databases
• Assisting with textbook and course material distribution
• Supporting faculty and students with routine program-related requests
• Processing and tracking incoming student applications
• Organizing application files and supporting documents
• Maintaining admissions records and applicant status information
• Preparing routine correspondence
• Compiling materials for review
• Assisting with application follow-up
• Assisting with logistics for new student orientation, graduation-related activities, information sessions, recruiting events, end-of-semester events, and monthly class weekends
• Preparing invitations and materials for events
• Maintaining attendee counts for events
• Organizing name badges and supplies for events
• Coordinating delivery details for events
• Assisting with room setup for events
• Providing occasional on-site support for events
• Assisting with updating procedural documents and office reference materials
• Maintaining sufficient office and program supplies
• Organizing promotional materials
• Transporting or distributing course and event materials
• Supporting routine program communications and recruitment activities
• Maintaining contact lists and listservs
• Preparing mailings and approved communication materials
• Organizing and distributing promotional materials
• Assisting with recruiting-event preparation
• Responding to routine prospective-student inquiries
• Helping maintain accurate program information
• Answering routine phone calls and correspondence
• Preparing documents
• Filing
• Making copies
• Entering data
• Maintaining records
• Tracking office and program supplies
• Assisting with scheduling and recruiting-trip preparation
• Collecting and organizing receipts
• Preparing supporting documentation for fiscal and procurement activities
• Maintaining purchasing and travel files
• Tracking the status of routine paperwork
• Assisting with travel or purchasing documentation

What This Job Offers

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