Academic Assistant I

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

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.

$19.15 - $21.55/hr

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

In order to be considered, you must upload your cover letter, resume and a list of three professional references .

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

This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.