Academic Assistant I

University of Florida; Gainesville (FL); On-site; USD 26,000 - 30,000; Full time

Benefits offered by this job

Low-cost Health Plans

Life and Disability Insurance

Generous Retirement Plans

Comprehensive Paid Time Off

Professional Development

Tuition Assistance

PSLF eligible employer

Job summary

The University of Florida in Gainesville is seeking an Academic Assistant I to support day-to-day operations and front-line office functions. This role coordinates administrative processes, maintains supplies, and ensures the availability of necessary resources for the Hamilton School.

You will assist with onboarding, room reservations, campus communications, data entry, and basic IT setup while handling mail, inventory, and coordination tasks.

Qualifications

• High school diploma or equivalent and two years of relevant experience.
• Experience with Microsoft Office Suite and office support technologies.

Responsibilities

• Support day-to-day operational functions and coordinate administrative processes.
• Coordinate building work orders and liaise with facilities, custodial, and vendors.
• Maintain organized workspaces and ensure availability of supplies and resources.
• Manage front desk operations, mail, deliveries, room reservations, and calendars.
• Assist with onboarding, relocation logistics, IT setup, and student communications.
• Maintain records, inventories, and organize office spaces; handle sensitive information.

Skills

Strong communication

Interpersonal skills

Multitasking

Teamwork

Education

High school diploma

Tools

Microsoft Office

Job description

Classification Minimum Requirements

High school diploma or equivalent and two years of relevant experience.

Classification Title

Academic Assistant I

Classification Minimum Requirements

High school diploma or equivalent and two years of relevant experience.

Job Description

Academic Operations

Support the day-to-day operational functions of the Hamilton School by coordinating administrative processes, maintaining organized workspaces, and ensuring the availability of necessary supplies and resources.

• Assist the Academic Program Specialist III with operational coordination, administrative workflow management, and day-to-day support for the academic unit.
• Coordinate and submit building work orders for maintenance, repairs, special requests, and emergency facility issues; serve as a liaison with university facilities, custodial services, maintenance personnel, contractors, and vendors.
• Upkeep the organization, functionality, cleanliness, and readiness of office spaces, reception areas, storage rooms, supply closets, and shared work environments.
• Oversee inventory levels and coordinate purchasing, distribution, and storage of office supplies, materials, and equipment; coordinate with UF Surplus
• Support the Academic Operations team in faculty and staff onboarding and relocation logistics, including coordination of office readiness, furniture, equipment, and IT setup.
• Move, transport, load, unload, and rearrange furniture, supplies, records, boxes, and equipment using carts, dollies, or other transport equipment as needed.
• Identify, report, and coordinate resolution of facility, equipment, maintenance, and safety concerns; assist with scheduled building maintenance activities, safety drills, and operational communications.
• Maintain operational records, spreadsheets, filing systems, inventory logs, and related administrative documentation.
• Regularly lift, carry, push, and pull objects weighing up to 50 pounds.
• Maintain confidentiality and compliance with university policies and procedures regarding sensitive student and departmental information.

Administration/Reception

Serve as the primary front-facing representative for the Hamilton School by delivering exceptional customer service and professional administrative support.

• Warmly greet and direct students, faculty, staff, visitors, vendors, and guests.
• Serve as the central point of contact for in-person inquiries, phone calls, emails, and general office communications.
• Manage front desk operations and maintain a welcoming, organized, and professional reception environment.
• Sort, distribute, and process incoming and outgoing mail, packages, and deliveries.
• Coordinate across teams to schedule room reservations.
• Support the Academic Program Specialist III in the maintenance of calendars, contact lists, databases, and departmental records.
• Draft routine correspondence, reports, spreadsheets, and other administrative documents.
• Assist the Academic Operations team with onboarding and communication efforts for newly admitted students and program participants.
• Handle general office administration, including filing, copying, scanning, and document preparation.
• Respond to inquiries with professionalism, tact, discretion, and excellent customer service.

Academic Support

Provide administrative and operational support for academic programs, courses, faculty, and student services within the Hamilton School.

• Support the Academic Program Specialist III with academic course operations by preparing materials, facilitating logistics, and assisting with classroom technology setup.
• Aid the Academic Operations team with the deployment of admissions, enrollment, orientation, and student communication activities.
• Help the Events and Academic Operations teams facilitate academic events, orientations, workshops, ceremonies, and student engagement initiatives.
• Assist with data entry and management related to course information, student records, evaluations, and academic activities.
• Serve as a resource for students and visitors by answering routine questions and directing individuals to appropriate university resources.

Other Duties As Assigned

• Perform additional duties and special projects as assigned to support departmental goals and operational needs.
• Provide backup support to other administrative personnel during peak periods or staff absences.
• Participate in training and professional development opportunities to enhance job knowledge and service delivery.

About The Hamilton School

Established in 2022, the Hamilton School is a multidisciplinary academic unit whose purpose is to support teaching and research concerning the ideas, traditions, and texts that shape Western civilization and American values and institutions. The School offers two undergraduate degrees, with two more undergraduate degrees and two graduate degrees also expected to be offered starting in Fall 2026.

To learn more about the Hamilton School and its programs visit The Hamilton School .

The University of Florida is the state's oldest and largest land-grant university, enrolling over 50,000 students and ranked the No. 1 public university in the U.S. by The Wall Street Journal (2024). Located in Gainesville, UF offers a high quality of life with close proximity to Florida's coasts and major metropolitan areas, a vibrant arts and sports culture, abundant outdoor recreation, and highly rated local schools.

Exceptional Benefits

• Low-cost State Health Plans including medical, dental, and vision coverage
• Life and Disability Insurance for added peace of mind
• Generous Retirement Plans to help you plan for the future
• Comprehensive Paid Time Off, including 10+ paid holidays, vacation, sick, and family leave
• Robust Professional Development through UF Training & Organizational Development, leadership programs, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) eligible employer

Expected Salary

$19.15 - $21.55/hr

Required Qualifications

High school diploma or equivalent and two years of relevant experience.

Preferred

Preferred Qualifications:

• Experience working in a higher education or academic environment.
• Experience with Microsoft Office Suite and office support technologies.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills.
• Familiarity with work order systems, inventory management, and space coordination.
• Ability to work independently and collaboratively as part of a team.

Preferred Knowledge, Skills, And Abilities

• Experience working in a higher education or academic environment.
• Experience with Microsoft Office Suite and office support technologies.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills.
• Familiarity with work order systems, inventory management, and space coordination.
• Ability to work independently and collaboratively as part of a team.

This position is eligible for Veteran's preference.

Health Assessment Required: No