Academic Assistant II

University of Florida•Gainesville, FL

16h

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 role supports academic programs by coordinating course schedules, preparing academic activities and faculty assignment reports, managing effort reporting and textbook adoptions, maintaining academic data, and assisting with student events and advising-related coordination. The position also provides comprehensive front-office services, including reception, mail and package handling, supply coordination, room reservations, and maintenance of shared departmental spaces. It provides backup support to the Department Chair’s office by screening calls, assisting visitors, distributing parking passes, and supporting day-to-day administrative operations. Other duties or special projects may be assigned. The normal schedule is Monday through Friday, with any eight-hour shift and a half-hour or full-hour lunch between 7:30 a.m. and 5:00 p.m. The expected salary is $19.16–$21.00 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.

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 proficiency with 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; process online requests for past-deadline additions, delegations, and revisions.
Coordinate student check-ins for appointments, 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, the Scholarship Reception, New Student Orientation, and Coffee Connections.
Oversee textbook adoptions and assist faculty with submitting adoptions each semester by the applicable 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 outgoing letters and packages.
Manage FedEx shipping needs, including signing for packages, notifying recipients, scheduling pickups, ordering packing supplies, maintaining a package log, and ensuring perishable packages are stored appropriately.
Monitor, store, and distribute academic-office supplies and notify the appropriate person when items need to be ordered.
Check that paper supplies are available for shared departmental printers.
Maintain the Student Center, keep it organized, and update information boards.
Secure exterior building doors and the Student Center at close of business.
Answer and transfer calls on the Undergraduate Coordinator line 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, including updating mailboxes each semester or as needed.
Support the Department Chair by answering departmental phone lines, screening calls, relaying important information promptly, and receiving messages appropriately.
Distribute visitor parking passes and maintain a record of visitor information.
Perform other duties or special projects as assigned.