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Administrative Assistant II

Oak Hammock

Gainesville, FL

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JOB DETAILS
SKILLS
Administrative Skills, Assisted Living, Audiovisual, Budget Reporting, Calendar Management, Communication Skills, Customer Support/Service, Database Administration, Dental Insurance, Detail Oriented, Documentation, Employee Benefits, Establish Priorities, Financial Support, Flyers, Healthcare, Identify Issues, Logistics, Multitasking, Nursing Home, On Site Support, Online Courses, Organizational Skills, Presentation/Verbal Skills, Printing, Project/Program Coordination, Publications, Record Keeping, Reporting Skills, Support Documentation, Technical Support, Time Management, Training/Teaching, Training/Teaching Curriculum, Vision Plan, Webinar, YouTube
LOCATION
Gainesville, FL
POSTED
Today
Position Title: Administrative Assistant II

Position Type: FULL TIME

What We Do

Oak Hammock at the University of Florida is an active, yet relaxed, Life Plan Community in Gainesville, Florida. We offer a full continuum of health care, including independent living, assisted living, specialized memory support, skilled nursing, and home care. Our community offers an unprecedented lifestyle of comfort and convenience with a rich array of services and amenities focused on optimal wellbeing.

The Institute for Learning in Retirement (ILR) at Oak Hammock

The Institute for Learning in Retirement, or ILR, is a vibrant community of retirement-age members who are engaged in lifelong learning, personal fulfillment and continuing education through participation in a variety of courses, programs and activities. Peer learning is at the heart of the ILR concept. Personal fulfillment is the primary goal. Self-motivated adults who wish to enhance their own educational experiences can achieve these aspirations through ILR programs in a relaxed collegiate atmosphere. The only requirements are a desire to learn and actively participate in a flexible, non-competitive environment.

What You Can Expect from Us

Full Time Employee Benefits include:

OH, I CAN! Scholarship and Tuition Reimbursement Programs

Pay Every Other Week

Health, Dental, and Vision Insurance

Company Paid Short Term Disability

Long Term Disability

401K Retirement and Investing Plan with Company Match

Paid Time Off Accrual

6 Paid Holidays and 1 Additional Floating Holiday

Position Summary

The ILR Specialist/Administrative Assistant supports the Institute for Learning in Retirement (ILR) program by coordinating educational programming, communications, registration, member services, and event logistics. This role provides strong technical support for residents, facilitators, and presenters-particularly with Zoom, recordings, digital platforms, audiovisual support, and online course access.

This position requires excellent organizational skills, strong customer service, and a high level of technical proficiency, with the ability to troubleshoot technology issues quickly and professionally while working closely with residents, the ILR Board, and internal departments.

Workflow priorities are established collaboratively with:
  1. Oak Hammock Management
  2. The ILR Chair of the Board of Directors
  3. The ILR Executive Committee (Chair, Vice Chair, Secretary/Treasurer, and Curriculum Committee Chair)

Institute for Learning in Retirement (ILR) Program Coordination
  • Coordinates ILR semester planning including course scheduling, class calendars, deadlines, and event timelines.
  • Oversees course registrations and maintains accurate enrollment and attendance records.
  • In collaboration with the ILR Curriculum Committee, creates, maintains, and updates a roster of potential speakers, facilitators, and course topics.
  • Provides recommendations for overall improvement of ILR courses, publications, logistics, and operational workflows, including appropriate delegation of tasks.
ILR Events, Hospitality, and Onsite Program Support
  • Supports ILR receptions and special events, including:
    • UF Aging Research student presentations
    • Santa Fe College Poster Competition receptions
    • Semester kickoff events and other ILR-sponsored programs
  • Introduces facilitators or supports speaker introductions as needed.
  • In collaboration with the ILR Curriculum Committee and course facilitators, develops and maintains ongoing promotional materials for each course/session, as well as special promotional materials as requested.
  • Creates, updates, and distributes ILR bulletins, course catalogs, flyers, and promotional materials.
  • Prepares presentations promoting ILR events and course offerings.
  • Coordinates ILR communications including announcements, email blasts, and informational notices.
  • Prepares the ILR Bulletin and coordinates commercial printing.
  • Distributes the ILR Bulletin electronically to ILR members and Oak Hammock residents.
Technology & Digital Platform Support
  • Records Zoom class sessions, edits as needed, and uploads content to designated platforms (YouTube channel or internal library).
  • Uploads individual course lectures to YouTube in a timely and organized manner.
  • Maintains the ILR YouTube Channel and provides recording links to residents, facilitators, and presenters.
Administrative & Financial Support
  • Monitors and responds promptly and professionally to emails from registrants, facilitators, and instructors.
  • Maintains accurate ILR program documentation, records, and communication logs.
  • Maintains all ILR records in organized electronic and/or physical filing systems.
  • Maintains the ILR Zoom accounts including webinar accounts.
  • Assists with ILR budget preparation, reporting, and documentation support as needed.
Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.
  • Two-year college degree required; four-year degree preferred.
  • Experience working with older adults, a university environment, or a Life Plan Community preferred.
  • Strong customer service background with the ability to communicate effectively and professionally with residents, families, and staff.
  • Excellent organizational skills with the ability to manage multiple priorities and deadlines.
  • Strong database management skills.
  • Ability to work independently, use mature judgment, and remain calm and professional under pressure.
  • Must be creative, flexible, detail-oriented, and service-driven.
  • Must be willing to work occasional evenings, weekends, and holidays based on program needs.

About the Company

O

Oak Hammock

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