OPS Administrative Assistant

Job no: 541401
Work type: Temp Part-Time
Location: Main Campus (Gainesville, FL)
Categories: Communications/Public Relations/Marketing, Office/Administrative/Fiscal Support, Recreation/Event Services, Student Services
Department: 19010600 - EG-RESEARCH

OPS Administrative Assistant

High School Diploma or equivalent

Student Services and Administrative Support (25%)

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.

Application and Admissions Support (20%)

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.

Event and Class Weekend Support (15%)

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.

Procedural Documentation and Other Duties as Assigned (15%)

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.

Communications and Recruitment Support (10%)

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.

General Program Operations (10%)

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.

Fiscal and Procurement Support (5%)

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.

Supervision

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.

Normal Work Schedule

Approximately 20 hours per week, generally during normal business hours, Monday through Friday. Work is performed on-site. The schedule may vary based on operational needs. Occasional evening and weekend work may be required for class weekends, recruiting activities, orientation, and other program events.

$18 per hour

High School Diploma or equivalent

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; and the ability to maintain confidential information. Experience in higher education, student services, program support, databases, or event support is preferred. An associate degree or bachelor's degree is preferred.

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

Salary : $18