OPS Student Office Assistant

University of Florida • Gainesville, FL

8d • Onsite

About The Position

This position is open to all students who are eligible to work on campus and will be employed through student Other Personnel Services (OPS). Registered students are employed on a part-time basis, up to 20 hours per week. Applicants must be enrolled as a full-time undergraduate (minimum of 12 credits) student during the current semester and throughout the applicant’s term, maintain a minimum 2.0 grade point average, remain in good academic and disciplinary standing with the University with no repeated violations of the University Code of Student Conduct.

Requirements

• This position is open to all students who are eligible to work on campus and will be employed through student Other Personnel Services (OPS).
• Registered students are employed on a part-time basis, up to 20 hours per week.
• Applicants must be enrolled as a full-time undergraduate (minimum of 12 credits) student during the current semester and throughout the applicant’s term, maintain a minimum 2.0 grade point average, remain in good academic and disciplinary standing with the University with no repeated violations of the University Code of Student Conduct.

Nice To Haves

• Proficient with verbal and written communication.
• Proficiency in Adobe Acrobat and experience with Canva or similar graphic design and visual content creation software
• Excellent interpersonal and communication skills, both written and oral.
• Experience with MS Excel, Word, Outlook, and PowerPoint.
• The ability to organize and multi-task in a fast-paced environment.
• Demonstrate professional etiquette in the office, on the phone, and in person.
• Ability to use critical thinking skills.
• Treat your job, supervisor, coworkers, and guests with the same behavior, dress, communication, discretion, and courtesy that you would an internship or full-time job.
• Excellent customer service skills and attention to professionalism, dependability, and timeliness.

Responsibilities

• Serves as a primary point of contact for the shared executive suite by greeting visitors, answering and directing phone calls, gathering caller information, and responding to general inquiries.
• Receives and routes correspondence, mail, packages, and deliveries to the appropriate office or staff member.
• Maintains a professional, welcoming, and organized front-office environment while providing exceptional customer service to faculty, staff, students, campus partners, vendors, and visitors.
• Maintains the organization and appearance of shared office spaces, including the reception area, kitchen, copy room, conference room, and other common areas.
• Restocks office and hospitality supplies, prepares meeting spaces, and provides basic support for meetings, videoconferencing, and audiovisual needs.
• Assists with meeting preparation, including assembling materials, printing documents, organizing handouts, and supporting meeting logistics.
• Provides general administrative support through scanning, copying, filing, records maintenance, and document distribution activities.
• Provides administrative support for office initiatives and special projects.
• Assists with document preparation, data compilation, spreadsheet maintenance, information tracking, records management, and organization of electronic and physical filing systems.
• Maintains project and office documents in accordance with established procedures and assists with document retention activities.
• Conducts research on assigned topics, compiling information from a variety of sources and preparing summaries, background materials, and reference documents for review by professional staff.
• Supports the compilation, organization, and entry of information into reports, presentations, spreadsheets, and administrative tracking tools.
• Performs proofreading, formatting, and quality-review activities to ensure materials are accurate, consistent, and professionally presented.
• Supports divisional communications efforts through the development of presentations, graphics, infographics, reports, and other visual and written materials for internal and external audiences.
• Assists with researching topics, compiling information, and transforming content into professional presentation and communication materials using university branding standards and approved templates.
• Provides support for the preparation and assembly of executive materials, including Board of Trustees presentations and binders, Institutional Effectiveness Reports, and other leadership communications.
• Maintains confidentiality and discretion when handling draft, sensitive, or nonpublic university information.

What This Job Offers

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