OPS Administrative Assistant

University of Florida•Gainesville, FL

6d•Onsite

About The Position

This position provides routine administrative support for enrolled and prospective students. Duties include 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; and supporting faculty and students with routine program-related requests. The position may assist with preparing grade report letters, invoices, receipts, and other standard documentation upon request. Complex matters involving student holds, accounts, payments, confidential academic issues, or university policy are referred to the Academic Assistant II or program leadership. This position assists with processing and tracking incoming student applications. Duties include organizing application files and supporting documents, maintaining admissions records and applicant status information, preparing routine correspondence, compiling materials for review, and assisting with application follow-up. Admissions review deadlines, committee coordination, decision processing, and final communications are completed under the direction of the Academic Assistant II, Associate Director, or Director. This position assists with logistics for new student orientation, graduation-related activities, information sessions, recruiting events, end-of-semester events, and monthly class weekends. Duties may include preparing invitations and materials, maintaining attendee counts, organizing name badges and supplies, coordinating delivery details, assisting with room setup, and providing occasional on-site support. The position does not independently select or contract with venues, negotiate vendor pricing, authorize purchases, or manage event budgets. This position assists with updating procedural documents and office reference materials, maintaining sufficient office and program supplies, organizing promotional materials, and transporting or distributing course and event materials. Some lifting may occasionally be required. Performs other duties and special projects as assigned within the scope of the position. This position supports routine program communications and recruitment activities. Duties include 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; and helping maintain accurate program information. Recruitment strategy, official program messaging, and non-routine communications remain the responsibility of the Academic Assistant II and program leadership. This position supports the smooth day-to-day operation of the OEM office by 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, and performing other routine administrative tasks. The position follows established procedures and refers operational decisions, policy questions, and non-routine issues to the Academic Assistant II or program leadership. This position provides limited administrative support for fiscal and procurement activities. Duties may include collecting and organizing receipts, preparing supporting documentation, maintaining purchasing and travel files, tracking the status of routine paperwork, and assisting with travel or purchasing documentation. The position does not have independent budget authority and is not primarily responsible for PCard purchases or reconciliation, purchase orders, invoice approval, vendor-system access, vendor negotiations, payment collection, or financial decision-making. Receives regular oral and written instructions from the Academic Assistant II, Associate Director, and Director. Work is reviewed for accuracy, completeness, and compliance with established procedures. Supervision exercised: none.

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

Provides routine administrative support for enrolled and prospective students.
Responds to routine inquiries by phone, email, and in person.
Assists with course registration processes and student requests.
Prepares and distributes student and course materials.
Maintains student files, records, contact lists, and databases.
Assists with textbook and course material distribution.
Supports faculty and students with routine program-related requests.
Assists with processing and tracking incoming student applications.
Organizes application files and supporting documents.
Maintains admissions records and applicant status information.
Prepares routine correspondence.
Compiles materials for review and assists with application follow-up.
Assists with logistics for new student orientation, graduation-related activities, information sessions, recruiting events, end-of-semester events, and monthly class weekends.
Prepares invitations and materials for events.
Maintains attendee counts for events.
Organizes name badges and supplies for events.
Coordinates delivery details for events.
Assists with room setup for events.
Provides occasional on-site support for events.
Assists with updating procedural documents and office reference materials.
Maintains sufficient office and program supplies.
Organizes promotional materials.
Transports or distributes course and event materials.
Supports routine program communications and recruitment activities.
Maintains contact lists and listservs.
Prepares mailings and approved communication materials.
Organizes and distributes promotional materials.
Assists with recruiting-event preparation.
Responds to routine prospective-student inquiries.
Helps maintain accurate program information.
Supports the smooth day-to-day operation of the OEM office.
Answers routine phone calls and correspondence.
Prepares documents, files, makes copies, enters data, and maintains records.
Tracks office and program supplies.
Assists with scheduling and recruiting-trip preparation.
Performs other routine administrative tasks.
Provides limited administrative support for fiscal and procurement activities.
Collects and organizes receipts.
Prepares supporting documentation for fiscal activities.
Maintains purchasing and travel files.
Tracks the status of routine paperwork.
Assists with travel or purchasing documentation.