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:  - EG-RESEARCH

Classification

Title:

OPS Administrative Assistant

High School Diploma or equivalent

Job Description:

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.

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.

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.

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.

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.

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…