Academic Assistant II

University of Florida • Gainesville, FL

5d • $19 - $22

About The Position

The Academic Assistant II will support the Department of Psychiatry with the development, implementation, and delivery of autism-related micro credential programs funded through Florida Senate Bill 112. This entry-level role is a great opportunity to support professional learning for educators and childcare providers across Florida, working alongside the UF Center for Autism and Neurodevelopment (UF CAN).
Academic Support: Coordinate course scheduling and related activities using university systems to enable student registration. Update courses in the Learning Management System (Canvas) each semester. Perform quality assurance checks on course materials and procedures. Update UF Course Catalogs as needed. Assist faculty and instructors with setting up Canvas shells, updating class webpages, and gathering syllabi. Manage tasks related to student enrollment, from application through program completion. Oversee course registration, coordinate elective offerings, and monitor student progress and milestone completion. Coordinate the approval process for new online programs and courses. Serve as a liaison between faculty and university resources. Disseminate university-wide program information to faculty and instructors. Ensure grade finalization and course evaluations are completed in accordance with UF timelines. Create and maintain Standard Operating Procedures (SOPs) for academic support tasks. Track and manage data for accreditation reporting and internal tracking. Maintain databases for current students and alumni. Administrative Support: Serve as a point of contact for SB112 grantees regarding program logistics, documentation, and deadlines. Coordinate communications between UF CAN and external sites or partners participating in SB112-funded activities. Maintain organized records of SB112-related correspondence, approvals, and deliverables. Assist in compiling documentation for audits, and compliance reviews. Schedule and coordinate meetings, webinars, and site visits related to SB112 activities. Prepare agendas, take meeting minutes, and follow up on action items. Assist in gathering and formatting data for SB112 progress reports and financial summaries. Track submission deadlines and ensure timely delivery of required documentation. Support the Administrative Specialist II and Research Administration Manager in processing and tracking SB112 grant disbursements. Verify documentation from approved grantees and ensure completeness before routing for payment. Help monitor grantee compliance with SB112 program requirements by tracking milestones and deliverables. Maintain checklists and logs to support internal reviews and external audits. Update internal databases and spreadsheets related to SB112 participants, funding status, and program metrics. Ensure data accuracy for reporting and accreditation purposes Administrative support to CAN (Center for Autism and Neurodevelopment) Assist with preparation of materials for meetings as needed. Maintain membership records and update contact information as needed. Coordinate with the Fiscal and Research Administration Manager to ensure proper funding and documentation.

Requirements

• High school diploma or equivalent and four years of relevant experience.

Nice To Haves

• Experience with academic program coordination or student services in a higher education setting.
• Familiarity with University of Florida systems such as Canvas, myUFL, and Course Catalog tools.
• Knowledge of grant-funded program administration, including tracking milestones and disbursements.
• Strong organizational skills and attention to detail in managing data, records, and communications.
• Proficiency in Microsoft Office Suite and other administrative tools (e.g., Zoom, Outlook, Excel).
• Excellent written and verbal communication skills for interacting with faculty, students, and external partners.
• Ability to manage multiple tasks and deadlines in a fast-paced, collaborative environment.

Responsibilities

• Coordinate course scheduling and related activities using university systems to enable student registration.
• Update courses in the Learning Management System (Canvas) each semester.
• Perform quality assurance checks on course materials and procedures.
• Update UF Course Catalogs as needed.
• Assist faculty and instructors with setting up Canvas shells, updating class webpages, and gathering syllabi.
• Manage tasks related to student enrollment, from application through program completion.
• Oversee course registration, coordinate elective offerings, and monitor student progress and milestone completion.
• Coordinate the approval process for new online programs and courses.
• Serve as a liaison between faculty and university resources.
• Disseminate university-wide program information to faculty and instructors.
• Ensure grade finalization and course evaluations are completed in accordance with UF timelines.
• Create and maintain Standard Operating Procedures (SOPs) for academic support tasks.
• Track and manage data for accreditation reporting and internal tracking.
• Maintain databases for current students and alumni.
• Serve as a point of contact for SB112 grantees regarding program logistics, documentation, and deadlines.
• Coordinate communications between UF CAN and external sites or partners participating in SB112-funded activities.
• Maintain organized records of SB112-related correspondence, approvals, and deliverables.
• Assist in compiling documentation for audits, and compliance reviews.
• Schedule and coordinate meetings, webinars, and site visits related to SB112 activities.
• Prepare agendas, take meeting minutes, and follow up on action items.
• Assist in gathering and formatting data for SB112 progress reports and financial summaries.
• Track submission deadlines and ensure timely delivery of required documentation.
• Support the Administrative Specialist II and Research Administration Manager in processing and tracking SB112 grant disbursements.
• Verify documentation from approved grantees and ensure completeness before routing for payment.
• Help monitor grantee compliance with SB112 program requirements by tracking milestones and deliverables.
• Maintain checklists and logs to support internal reviews and external audits.
• Update internal databases and spreadsheets related to SB112 participants, funding status, and program metrics.
• Ensure data accuracy for reporting and accreditation purposes
• Assist with preparation of materials for meetings as needed.
• Maintain membership records and update contact information as needed.
• Coordinate with the Fiscal and Research Administration Manager to ensure proper funding and documentation.

Benefits

• Comprehensive insurance plans including medical, dental, vision, and prescription coverage
• Flexible spending accounts, employee wellness program, and employee assistance program
• Financial security via our life and long-term disability insurance, accident and illness insurance
• Plan for your future with retirement savings and investment options that grow with you
• Generous paid time off work options including vacation, sick leave, annual holidays, and personal holiday, and winter break,
• Time to recover – 8 weeks of paid parental and medical leave
• Enjoy discounts for on and off-campus activities and services

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees