Academic Assistant II

University of Florida•Gainesville, FL

2d•$19 - $21

About The Position

The Academic Assistant II will provide academic and administrative support in the Department of Animal Sciences in the College of Agriculture and Life Science. This position supports the department’s academic programs by managing course scheduling, academic activities reports, faculty assignment reports, effort reporting, textbook adoptions, maintaining academic data, and assisting with student events. It also provides comprehensive front-office support, including reception, mail and package management, supply coordination, room reservations, and the upkeep of shared departmental spaces. Additionally, the role serves as backup support to the Department Chair’s office by screening calls, assisting visitors, and ensuring smooth day-to-day administrative operations.

Requirements

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

Nice To Haves

Bachelor's degree
Conveys a professional demeanor and positive attitude, practices excellent customer service, and works 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).
Demonstrates critical thinking and problem-solving skills, works proactively, and takes ownership of responsibilities and/or problems.

Responsibilities

Responsible for data collection, preparation, and submission of Academic Activities Reports, Faculty Assignment Reports, and Effort Reporting.
Responsible for course scheduling: prepare, update, and manage the preliminary and final schedule of course offerings for the department. Process online requests for past deadline additions, delegations, and revisions to finalize the schedule.
Provide advising support by coordinating student check-ins for appointments, triaging drop-ins and directing them to appropriate resources, and managing the student Listserv and undergraduate TEAMS page.
Supports projects involving data related to enrollment, scheduling, grades, graduation, alumni, and faculty evaluations.
Responsible for planning and coordination of student events, including but not limited to, fall and spring Senior Luncheons, spring Scholarship Reception, fall and spring New Student Orientation, and Coffee Connections.
Oversee textbook adoptions and assist faculty with submitting textbook adoptions each semester by the reported deadline.
Receives calls, greets students and visitors, handles their inquiries or refers them to the appropriate faculty or staff.
Receive, sort and distribute mail and packages daily, complete mailing slips for letters and packages being mailed off campus.
Responsible for FedEx shipping needs such as, but not limited to, signing for packages, notifying individuals of packages, scheduling pickups and ordering packing supplies. Maintains a package log and ensures perishable packages are stored appropriately to prevent loss of products.
Serves as point of contact for monitoring, storing, and distributing departmental supplies for the academic office. Notifies appropriate person of items to be ordered.
Regularly checks and ensures paper supplies are available for shared printers within the department.
Maintain the Student Center by keeping the room organized and all information boards up-to-date with information, such as conference proceedings.
Secure exterior building doors and Student Center at close of business.
Answer incoming calls on the Undergraduate Coordinator line, transfer calls, and take messages, as required.
Make room reservations for faculty, students, and staff as well as schedule rooms for recurring course meetings during each term.
Collect the proper forms from students who are defending and order the binding of their thesis and dissertations.
Help with laminating pages for faculty and students.
Organize and maintain departmental mailroom including updating mailboxes each semester or as needed.
Responsible for being support to the Department Chair by answering other departmental lines and receiving messages appropriately. Must screen calls for importance and relay information to the appropriate person in a timely manner. Distribute parking passes to visitors and keep a record of their information.
Other duties or special projects as assigned.