ADA Administrative Assistant

JOB NO:

WORK TYPE:

Staff Full-Time

LOCATION:

Main Campus (Gainesville, FL)

CATEGORIES:

Office/Administrative/Fiscal Support, Veteran's Preference Eligible

DEPARTMENT:

GN-UNIVERSITY COMPLIANCE

CLASSIFICATION TITLE:

Administrative Assistant II

CLASSIFICATION MINIMUM REQUIREMENTS:

High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

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.

EXPECTED SALARY:

Commensurate with education and experience

REQUIRED QUALIFICATIONS:

High school diploma or equivalent and four years of appropriate experience or an equivalent combination of education and experience.

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

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.

HEALTH ASSESSMENT REQUIRED:

No

ADVERTISED:

18 Nov 2025

Eastern Standard Time

APPLICATIONS CLOSE:

14 Dec 2025

Eastern Standard Time