Academic Assistant II

University of Florida•Gainesville, FL

2d•$19 - $21

About The Position

The Academic Assistant II provides academic and administrative support to the Department of Animal Sciences in the College of Agriculture and Life Sciences. The position supports academic programs through course scheduling, preparation and submission of academic activity, faculty assignment, and effort reports, textbook adoption coordination, maintenance of academic data, and assistance with student events. It also provides front-office support, including reception, mail and package handling, supply coordination, room reservations, and maintenance of shared departmental spaces. The role provides backup support to the Department Chair’s office by screening calls, assisting visitors, and supporting day-to-day administrative operations. The position works Monday through Friday on an 8-hour shift, with a half-hour or full-hour lunch, between 7:30 a.m. and 5:00 p.m. The expected salary is $19.16–$21 per hour, commensurate with education and experience.

Requirements

High school diploma or equivalent.
Three years of relevant experience.
Upload a cover letter and resume with the application.
If claiming veteran’s preference, upload a DD 214 Member Copy 4 with the application for consideration.

Nice To Haves

Bachelor’s degree.
Professional demeanor and positive attitude, excellent customer service, and ability to work well in a team environment.
Ability to establish and maintain effective working relationships with faculty and administrative staff.
Ability to work independently, manage and prioritize multiple responsibilities, and consistently meet deadlines.
Previous admissions, academic advising, or similarly related higher education experience.
Excellent communication, organizational, and computer skills, including the MS Office Suite.
Critical-thinking and problem-solving skills, a proactive approach, and ownership of responsibilities and problems.

Responsibilities

Collect, prepare, and submit Academic Activities Reports, Faculty Assignment Reports, and Effort Reporting.
Prepare, update, and manage preliminary and final departmental course schedules, and process online requests for past-deadline additions, delegations, and revisions.
Coordinate student appointment check-ins, triage drop-ins, direct students to appropriate resources, and manage the student Listserv and undergraduate TEAMS page.
Support projects involving enrollment, scheduling, grades, graduation, alumni, and faculty evaluation data.
Plan and coordinate student events, including Senior Luncheons, Scholarship Reception, New Student Orientation, and Coffee Connections.
Oversee textbook adoptions and assist faculty with submitting adoptions each semester by the reported deadline.
Answer calls, greet students and visitors, respond to inquiries, or refer people to appropriate faculty or staff.
Receive, sort, and distribute mail and packages; complete mailing slips for items sent off campus.
Handle FedEx shipping needs, including signing for and notifying recipients about packages, scheduling pickups, ordering packing supplies, maintaining a package log, and ensuring perishable packages are stored appropriately.
Monitor, store, and distribute departmental academic-office supplies; notify the appropriate person when items need to be ordered.
Check and replenish paper supplies for shared departmental printers.
Maintain the Student Center, keeping it organized and updating information boards.
Secure exterior building doors and the Student Center at close of business.
Answer calls on the Undergraduate Coordinator line, transfer calls, and take messages as required.
Make room reservations for faculty, students, and staff, and schedule rooms for recurring course meetings each term.
Collect required forms from students defending their work and order thesis and dissertation binding.
Assist with laminating pages for faculty and students.
Organize and maintain the departmental mailroom, updating mailboxes each semester or as needed.
Support the Department Chair by answering departmental lines, screening calls, relaying information promptly, and distributing visitor parking passes while recording visitor information.
Perform other duties or special projects as assigned.