Academic Assistant

Apply now Job no: 540589

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department:  - HS-HAMILTON SCHOOL ADMIN

Academic Assistant I

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

• Support the day-to-day operational functions of the Hamilton School by coordinating administrative processes, maintaining organized work spaces, 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 the 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.

• 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.

• 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…