Academic Assistant II – University of Florida – UF

Individual Development Plan
GSPA-Graduate School Preeminence Awards
AAR- Academic Activities Reporting
TAAS- TA Application System

Faculty Committee Support:
• Coordinate Individual Development Plan (IDP) process and track Graduate School Preeminence Awards (GSPA).
• Prepare undergraduate transfer admissions spreadsheets & data for department review and manage decisions in SLATE. Assist with graduate admissions/recruitment as needed.
• Support the teaching assignment chair by gathering data and sending notifications to students.
• Support the curriculum committee chair and other faculty in the paperwork for course approvals and curriculum changes, changes to the catalog, etc.
• Support the undergraduate coordinator with managing student course equivalency requests and petitions to the Undergraduate Affairs committee.
• Support the faculty with coordination of ABET/SAC accreditation.
• Support the awards committee chair with announcements and coordination of awards.

Assist other Student Services TEAMS employees: With guidance, maintain calendar(s)/conference rooms for meetings, appointments, and seminars. Assist with scheduling activities as requested (exit interviews, evaluations, student interviews, scholarship processing), may include organization of meetings (set-up/break down), including catering and clean up when necessary. From information provided by Advisors, input or retrieve data which includes, but is not limited to Academic Activities Reporting (AAR) and Taulbee reporting, Achievement Award, enrollments for TA Application System (TAAS) system, review TA applicants, student records, Instructor Workloads, textbook adopting and ordering, Instructor/Course Evaluations, student evaluations, change of grade forms, compilation of student exit interview data, and career fairs. These activities will require knowledge of student records systems (Campus Solutions, Canvas, GIMS, and Sales Force) and the ability to compile reports. Assist with creating/updating forms and student service information. Maintain electronic and hard copy material for dissemination. File, input and/or retrieve data from computer as directed by other employees in Student Services.

Admission Activities: Assist with graduate and undergraduate admissions/recruitment as needed.

General Office Duties: Supervise student assistant employees in their duties at the front desk of student services. When student employees are unavailable; greet and route visitors. Screen incoming telephone calls. Respond to general inquiries or, if student admissions related, refer to appropriate advisor. May be called upon to receive forwarded calls from Administrative Services on occasion. Maintain and operate office equipment and machines. Sort and disseminate mail and other information which may be delivered. May include occasional hand delivery of documents to other areas of UF. Maintain, order, receive and store office supplies, includes use of UF PCard. Maintain informational bulletin boards and post notices/flyers throughout the building. May be called upon to assist Administrative Services with mail delivery and flyers on occasion. Assist with office security at the end of the day.

Miscellaneous duties as needed to provide for the overall function of the department.

Strong Microsoft Office skills. Strong customer service skills. Knowledge of office procedures and practices. Effective verbal and written communication. Ability to organize files, records, and other materials, work independently, develop, and maintain reports, forms, records, files, and correspondence. Ability to multi-task under stressful conditions.

The incumbent of the position deals directly with faculty, staff, students, and outside company representatives. It is essential that s/he is able to work with a diverse population with a mixture of personalities; therefore, strong public relations skills/background is vital.

We offer flexible work arrangements such as remote work locations and/or schedules that fall outside of a unit’s usual working hours.

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.