Academic Assistant I

University of Florida•Gainesville, FL

9d•$19 - $21•Onsite

About The Position

This position provides academic program support, office administration, and course scheduling assistance within a department. The Academic Assistant I will support Graduate and Undergraduate Coordinators with various program-related processes, manage student records and applications, and handle front-line office duties. Additionally, the role involves preparing and finalizing the department's course schedule each semester and maintaining records of instructional activities.

Requirements

High school diploma or equivalent
Two years of relevant experience

Nice To Haves

Knowledge of University of Florida policies, procedures, and academic systems (e.g., PeopleSoft, Student Information System).
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and UF business systems.
Familiarity with WordPress and Canva.
Excellent organizational, communication, and interpersonal skills.
Ability to prioritize tasks and meet deadlines in a fast-paced academic environment.
Comfortable working independently and collaboratively with faculty, staff, and students.
Knowledge of FERPA regulations and experience handling confidential student records.

Responsibilities

Support Graduate and Undergraduate Coordinators with enrollment, registration, degree certification, and other program-related processes.
Compile and maintain graduate student annual activity reports for committee review.
Complete all Graduate School and departmental processes for graduate students, including preliminary and final degree certification.
Manage permission forms for internships, individual work, and undergraduate research.
Review graduate admissions applications; monitor receipt of required materials; and communicate with applicants about missing items and decisions.
Forward application files to admissions committees and coordinate with the Registrar and Admissions Offices.
Notify instructors of grading procedures, textbook adoptions, and academic deadlines.
Ensure timely submission of grades and process electronic grade changes.
Serve as front-line contact for the office: greet visitors, students, and faculty; answer phones; and route inquiries by email, mail, or in person.
Advise new students, graduate assistants, and visitors on departmental policies, college/university procedures, and academic processes.
Manage office supply inventory and initiate purchases as needed.
Assist with department events and receptions, including ordering plaques and coordinating logistics.
Maintain the department website and social media accounts.
Manage room calendars for departmental spaces.
Prepare, update, and finalize the department’s course schedule each semester.
Process online requests for past deadline additions, deletions, and revisions to finalize the schedule.
Track course enrollment before and during each term.
Maintain records of instructional activities in accordance with UF retention policies, including drop/adds, student petitions, and incomplete grade contracts.