Administrative Assistant I

University Of Florida; Gainesville (FL); Hybrid; USD 21,000 - 30,000; Full time

Job summary

The University of Florida is seeking an Office Administration professional for Continuing Education at the Main Campus in Gainesville, FL. You will serve as the primary contact for participants by phone, email, and in person, handle registrations, prerequisites, and enrollment data, and support course access and certificate issuance.

Responsibilities include front desk coverage, recordkeeping, payments, CE credits reporting, and coordinating on-site and weekend courses.

Qualifications

• High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.
• Preferred: Strong customer service skills and ability to work effectively with participants
• Preferred: Ability to interpret and apply office policies and procedures
• Preferred: Strong attention to detail, organizational skills, and ability to prioritize tasks independently
• Preferred: Excellent verbal and written communication skills
• Preferred: Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word)

Responsibilities

• Serve as the primary point of contact for participants by phone, email, and in person, providing timely and professional assistance.
• Register participants, verify prerequisites, and ensure enrollment information is accurate in the registration system.
• Guide participants through online course access, troubleshoot enrollment/account issues, and provide duplicate certificates or course documentation as needed.
• Manage acceptance letters, records, and payments for continuing education courses and postgraduate programs (fellowships, internships, preceptorships).
• Provide front desk coverage, maintaining professional and welcoming service to visitors and callers.
• Maintain course and participant records in compliance with ADA CERP standards.
• Process participant payments and issue receipts; oversee test grading, certificate distribution, and CE credit reporting (AGD, CE Broker).
• Support general office operations by assisting with scheduling, correspondence, and recordkeeping.
• Coordinate participant check-in, paperwork collection, and customer service during weekend courses.
• Serve as on-site course coordinator, ensuring smooth course operations and participant support.
• Liaise with instructors, staff, and participants to address logistical or administrative needs during courses.
• Collect and organize course evaluations and other required documentation.

Skills

Customer service

Policy interpretation

Attention to detail

Organizational skills

Verbal & written communication

MS Office

Education

High school diploma or equivalent and 1 year relevant experience

Tools

Microsoft Office

Job description

Job no: 541119
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible, Dentistry
Department: 34010702 - DN-CONTINUING EDUCATION

Classification Title:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Job Description:

Serve as the primary point of contact for participants by phone, email, and in person, providing timely and professional assistance, Register participants, verify prerequisites, and ensure enrollment information is accurate in the registration system, Guide participants through online course access, troubleshoot enrollment/account issues, and provide duplicate certificates or course documentation as needed, Manage acceptance letters, records, and payments for continuing education courses and postgraduate programs (fellowships, internships, preceptorships).

Office Administration

Provide front desk coverage, ensuring professional and welcoming service to all visitors and callers, Maintain course and participant records in compliance with ADA CERP standards, Process participant payments and issue receipts in accordance with university procedures, Oversee test grading, certificate distribution, and CE credit reporting (AGD, CE Broker), Support general office operations by assisting with scheduling, correspondence, and recordkeeping.

On-Site Administration

Coordinate participant check-in, paperwork collection, and customer service during weekend courses (average one weekend per month), Serve as on-site course coordinator, ensuring smooth course operations and participant support throughout the event, Liaise with instructors, staff, and participants to address logistical or administrative needs during courses, Collect and organize course evaluations and other required documentation.

$18.50/hr

Required Qualifications:

High school diploma or equivalent and one year of relevant experience or an equivalent combination of education and experience.

Preferred:

• 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 (Excel, Outlook, PowerPoint, Word)

This position is eligible for veteran’s preference.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No

Advertised: 27 Aug 2026 Eastern Daylight Time
Applications close: 09 Sep 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.