ADA Administrative Assistant
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Job no: 537915
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:22020000 - GN-UNIVERSITY COMPLIANCE
| Classification Title: |
Administrative Assistant II
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| Classification Minimum Requirements: |
High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.
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| Job Description: |
Case Intake, Triage and Support
- Serves as the first point of contact answering phone inquiries and providing basic guidance on the ADA accommodations process;
- Triages incoming requests and directs individuals to the appropriate resource;
- Coordinates appointment scheduling for employee intake meetings, case reviews, and follow-up sessions with the ADA Coordinator and/or ADA Case Manager and applicable college/unit staff;
- Provides status updates to employees and communicates required next steps in the process;
- Maintains strict confidentiality and professionalism in all interactions.
Compliance Documentation & Data Management
- Maintains accurate case files, logs, and compliance calendars in the ADA case management database;
- Coordinates DocuSign distribution for accommodation plans ensuring all signatures are collected and follow up as required;
- Conducts administrative compliance reviews to verify forms and submissions are complete;
- Pulls case reports to identify employees requiring attention and notifies the ADA Coordinator and/or ADA Case Managers of follow-up needs;
- Assists with updating master records (i.e., spreadsheets) and preparing compliance reports.
Program Operations & Communication
- Assists with drafting routine communications, tracking metrics, and preparing outreach materials;
- Supports documentation needed for internal review, audits and compliance committees;
- Updates scheduling trackers and meeting documentation for the ADA Program.
Workflow Coordinator & Efficiency
- Monitors case progression timelines and alerts the ADA team to bottlenecks or delays;
- Recommends improvements to scheduling, recordkeeping, and intake workflows;
- Supports standardization of ADA communication templates and process tools.
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| Expected Salary: |
Commensurate with education and experience
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| Required Qualifications: |
High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.
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| Preferred: |
- Experience working in a compliance program, higher education environment, HR, or healthcare setting
- Customer service experience, especially in confidential services or intake roles
- Proficient in Microsoft Office Suite, especially Excel and Word.
- Demonstrated experience with data management and report building
- Familiarity with Maxient or other case management software
- Knowledge of ADA and accommodation processes
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| Special Instructions to Applicants: |
In order to be considered, application, resume and cover letter 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.
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| Health Assessment Required: |
No |
Advertised: Eastern Standard Time
Applications close: Eastern Standard Time
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