Academic Assistant II

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The Academic Assistant II plays a pivotal role in supporting the Department of Physics’ graduate program, serving as a central resource for students, faculty, and departmental leadership. This position ensures the smooth operation of department graduate admissions, funding and appointment processes, and academic record management while fostering a responsive, student‑centered environment. Working closely with the Graduate Coordinator and Department Chair, the Academic Assistant II fulfills the administrative duties that keep the program running efficiently, supports student success, and advances departmental goals. The role encompasses a wide range of responsibilities essential to the department.

Requirements

High school diploma or equivalent and three years of relevant experience.

Nice To Haves

Experience with PeopleSoft
Ability to meet deadlines for the College and University as required
Ability to work among a dynamic group of students, faculty, and staff.
Positive disposition to work with students in a compassionate, friendly manner.
Attention to detail, cooperative attitude.

Responsibilities

Supports program recruitment, including communication with prospective students and coordination with faculty.
Manages application material processing, ensuring completeness, accuracy, and timely routing for review by admissions.
Tracks admissions decisions, prepares offer letters, and coordinates onboarding steps for admitted students.
Processes assistantship appointments, fellowship documentation, and funding changes.
Coordinates tuition waivers, stipend actions, and payroll entries for graduate students.
Maintains accurate records of funding sources, term appointments, and compliance requirements.
Maintains official graduate student records, including milestones, committee forms, and degree progress.
Tracks annual evaluations, supervisory committee updates, and candidacy requirements.
Ensures compliance with Graduate School policies and departmental academic standards.
Serves as a primary point of contact for graduate student inquiries and issue resolution.
Coordinates orientation, workshops, and program information sessions.
Provides guidance on policies, deadlines, forms, and procedures throughout the student lifecycle.
Supports the Graduate Coordinator and Department Chair with program planning and reporting.
Coordinates committee meetings, events, and communication.
Maintains internal records and ensures data accuracy for reporting and accreditation needs.