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Academic Assistant I

University of Florida
Florida, United States
Salary Not specified
Posted Date
Jan 27, 2023

View more

Position Type
Faculty Positions, Health & Medicine, Other Health & Medicine
Employment Level
Employment Type
Full Time

Academic Assistant I

Job No: 525428
Work Type:
Location: Main Campus (Gainesville, FL)
Categories: RealCat
Department: 34010702 - DN-CONTINUING EDUCATION

Job Description

Classification Title:

Academic Assistant I

Job Description:

  • Maintaining course and student files in compliance with American Dental Association (ADA) Continuing Education Recognition Program (CERP) Standard XIV, Recordkeeping
  • Registering all course participants and enter demographic and other information into Extended Memory Specification (XMS) web-based course management system for accuracy and verifying prerequisites.
  • Researching and verifying requests for duplicate certificates
  • Managing the Comprehensive Dentistry Program (CDP) acceptance letters and deposit payments
  • Troubleshooting online course issues
  • Administering fellowship/internship/preceptorship acceptance letters, continuing education unit (CEU) certificates, records and payments

Office Administration
  • Serving as receptionist and first point of contact for all Continuing Education (CE) inquiries
  • Logging in checks and cash and receipts clients
  • Maintaining and order adequate stock of office supplies and course-related supplies
  • Sorting/distributing office mail
  • Supervising test grading, certificate distribution, and Academy of General Dentistry (AGD) and CE Broker reporting
  • Supervising student work-study staff members in mailing receipts, acknowledgment letters, and maps

Course Administration
  • Assembling files and administrative packets for all courses
  • Developing email marketing and brochures via Canva
  • Creating social media content for marketing courses
  • Preparing course materials (notebooks, name badges, rosters, sign-in, etc.)
  • Communicating with speakers to assure timely delivery of all course materials, (i.e. PowerPoint, handouts, agendas, etc.)
  • Collecting scientific evidence and images form in compliance with ADA CERP Standard IX (19)
  • Reproducing required copies of program materials for courses
  • Preparing and post directional signs for Health Science Center (HSC) building or other locations
  • Assisting with program closing procedures by reconciling revenue
  • Creating, managing, mailing acknowledgment letters and course information
  • Entering course information (dates, fees, locations, and other course information) into XMS registration
  • Assist in course setup and participant check-in.

Monday-Friday 8:00am-5:00pm, some weekends.

This is a full-time position with occasional weekend work, where the weekday schedule will be off-set when working weekends.

Expected Salary:

$15.00 - $16.00 per hour


The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family's needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF provides a variety of leave programs including vacation, sick leave, 10 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life's challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various businesses and retailers!

Explore UF's plethora of benefit options here: TEAMS Benefits

Minimum Requirements:

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

Preferred Qualifications:
  • Ability to interpret and apply policies and procedures established by the Continuing Dental Education office and the Division of Continuing Education
  • Ability to work in a team with people from diverse backgrounds and educational levels.
  • Ability to work independently, to establish priorities; to exercise good judgment in dealing with individuals at professional and non-professional levels
  • Excellent verbal and written communication skills.
  • Excellent attention to detail.
  • Excellent problem-solving skills.
  • Excellent in using computer programs including Microsoft Office (Excel, Outlook, PowerPoint, Word), Adobe, and a basic familiarity with video conferencing software (Zoom) and webpage design (WordPress) HTML/Coding is not necessary. Graphic design in Canvas and social media marketing platforms.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

This requisition will be used to fill multiple positions.

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.

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

Health Assessment Required:

Advertised Salary:

Minimum Requirements

Preferred Qualifications

Special Instructions to Applicants

Health Assessment Required: $Health

Applications Close: $Closes

To apply, visit

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. jeid-e4696ae49a1b9043ab9ff498c7dcf52b

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