Academic Assistant II

University of Florida•Gainesville, FL

1d•Onsite

About The Position

The College of Journalism at the University of Florida is seeking a detail-oriented, collaborative, and highly organized Academic Assistant II to support the CJC Division of Distance Education. Reporting to the Director of Online Graduate Programs, the academic assistant serves as a primary support staff member for a complex academic program. The ideal candidate will be adept at simultaneously handling responsibilities from multiple areas including admissions, enrollment, advising and administrative duties to support the Director. In this role, you’ll serve as the first point of contact for applicants, students, and faculty, supporting the division’s core operations. The ideal candidate will have strong verbal and written communication skills, enjoy working as part of a team, and be comfortable managing multiple deadlines in a fast-paced environment. A keen eye for detail, excellent organizational skills, and a solid foundation in office administration are essential.

Requirements

High school diploma or equivalent and three years of relevant experience.
Strong interpersonal skills and a demonstrated ability to work collaboratively and effectively across divisions and in a higher education environment.
Demonstrated proficiency with office productivity software (e.g., word processing, spreadsheets, email/calendar tools) and the ability to learn new systems.
Ability to prioritize tasks and meet deadlines in a fast-paced academic environment.
Comfortable working independently and collaboratively with faculty, staff, and students.
Strong problem solving and critical thinking skills.
Strong written and verbal communication skills.
Strong attention to detail and accuracy in work.
Quick learner who is able to multi-task with demonstrated organizational skills, attention to detail, efficient, reliable, collaborative
Proficient in Microsoft Outlook, Word and Excel.

Nice To Haves

Bachelor's degree and one or more years of relevant experience or four years of relevant experience
Knowledge of FERPA regulations and experience handling confidential student records.
Knowledge of UF policies and procedures, including purchasing, travel, student records, and other finance and accounting responsibilities.
Familiarity with UF systems including Salesforce, PeopleSoft, UF Go, Enterprise Analytics, Slate, PCard, and SIS.
Experience with data tracking and reporting, including the ability to generate and interpret reports.
Previous experience in an office or administrative setting.
Knowledge of UF systems and Salesforce

Responsibilities

Assists with admissions processes, including prospect communication, application processing, recruitment events, applicant notifications, decision letters, and related activities.
Provides academic and general information to current and prospective online graduate students.
Maintains accurate records and ensures the secure handling of university documents.
Collaborates with departmental, college, and university staff to support student success and program operations.
Coordinates administrative functions, including travel documentation, PCard transactions, office supply orders, shipping, and related support.
Collaborates with the web team to facilitate updates to the website.
Supports senior leadership with reporting, program planning, and other administrative activities.
Ensures compliance with university policies, departmental standards, and admissions and administrative procedures.