Academic Assistant II

University of Florida•Gainesville, FL

10d•Onsite

About The Position

This role provides essential support for academic advising and student services within a department. The Academic Assistant II will handle student inquiries via email, assist with basic advising questions and departmental procedures, and manage advising registration holds. Key responsibilities include maintaining accurate student records in university systems, ensuring compliance with FERPA, and supporting various student-focused events and presentations. The position also involves managing the department's undergraduate Canvas page, coordinating scholarship processes, and developing/maintaining automated forms and workflows to improve operational efficiency. Additionally, the role assists with scheduling, administrative coordination for the Academic Support Services Manager, and general office operations, including serving as backup receptionist and supporting departmental committees and events.

Requirements

High school diploma or equivalent
Three years of relevant experience
Working knowledge of Microsoft Excel, DocuSign, Qualtrics, and Adobe Acrobat

Nice To Haves

Working knowledge of UF policies and procedures to facilitate admissions and student advisement.
Experience providing academic advising support in a higher education environment and knowledge of undergraduate registration procedures and degree requirements.
Experience with Student Admin, Campus Solutions, WordPress, Canvas, TEAMS, and Salesforce platforms.
Experience developing and maintaining electronic forms, automated workflows, templates, tracking tools, and document management processes using Qualtrics, DocuSign, Microsoft 365 applications, Adobe Acrobat, and similar university-supported technologies.
Ability to analyze administrative processes and recommend workflow improvements.
Ability to maintain confidential or sensitive information and exercise sound judgment when handling student records.
Ability to prioritize and manage multiple tasks and projects independently.
Excellent verbal and written communication and interpersonal skills.

Responsibilities

Respond independently to undergraduate advising emails and general student inquiries.
Assist students with basic advising questions and departmental procedures.
Review and clear advising registration holds in accordance with departmental and university policies.
Maintain accurate advising documentation and advising notes within university systems.
Assist with presentations for Preview, student orientations, information sessions, and departmental events.
Maintain confidentiality of student academic records while complying with FERPA regulations.
Maintain and update the ECE Undergraduate Canvas page with announcements, advising resources, deadlines, forms, and registration information.
Coordinate departmental scholarship processes, including preparation, distribution, and tracking of scholarship award letters and thank-you letters.
Develop, update, and maintain automated forms, workflows, templates, and electronic documents using university-supported technologies.
Create and maintain automated processes to improve the efficiency of advising communications, registration hold clearance, document routing, scholarship administration, and student record management.
Assist in evaluating office procedures and recommend process improvements to streamline operations and enhance customer service.
Maintain student records related to advising, enrollment, and scholarships and support academic reporting and student communications.
Assist in developing and maintaining semester scheduling matrices for departmental course offerings.
Coordinate and maintain the Academic Support Services Manager's schedule, including calendar, meetings, appointments, committee schedules, and deadlines.
Assist with classroom scheduling logistics, faculty scheduling requests, and departmental scheduling projects.
Prepare reports, spreadsheets, dashboards, automated tracking documents, and standardized departmental documentation supporting academic operations.
Serve as backup receptionist when needed.
Assist with departmental events, orientations, scholarship ceremonies, recruiting events, and special projects.
Coordinate meeting logistics and provide administrative support to departmental committees.
Perform other related duties as assigned by the Academic Support Services Manager.