Academic Assistant III - School of Physician Assistant Studies

University of Florida • Gainesville, FL

15h • Onsite

About The Position

The Academic Assistant III serves as the Registrar & Clinical Year Assistant for the School of Physician Assistant Studies (SPAS), responsible for student enrollment, course development, and academic verification. Additionally, the position will provide course support for five clinical year courses and one clinical year didactic course, and is responsible for Academic Activities reporting for didactic and clinical courses.

About This Role
Student Registration and Academic Verification
Prepare course registrations and processes student enrollment accurately, including resolving any discrepancies in student records. Review student transcripts and academic records, monitor progress toward graduation requirements, and provide guidance to clinical students regarding graduation processes, requirements, and deadlines. Support assigned courses by maintaining course information, processing grade updates, and ensuring academic records are updated in accordance with university procedures and deadlines. Process and fulfill requests for postgraduate education verification, providing essential documentation to outside institutions and licensing boards, and perform quality checks to ensure the validity of educational credentials and records. Prepare and update working manuals.

Clinical Year Course Support
Develop and maintain assigned Canvas courses by posting and updating syllabi, schedules, instructional materials, assignments, announcements, and other course content based on guidance from course director(s). Collaborate with other staff to ensure that all lectures and learning activities are added to the calendar/curriculum management system. Provide administrative support to course directors, including preparing and maintaining course-related communications, documentation, and student informational materials. Work with the staff of the Center for Experiential Learning and Simulation to schedule learning activities and performance-based assessments for assigned courses. Manage student assignments and grades for all assigned courses. Provide back-up coverage to SPAS Didactic and Clinical Coordinators.

Academic Administration
Compile, maintain, and distribute Academic Activities Reporting (AAR) documentation; review reported information for completeness and address discrepancies for resolution. Evaluate faculty effort and resolve discrepancies. Serve as administrative support for the Professional Standards and Promotions Committee, take minutes, and maintain tracking documents. Set up and maintains evaluation system for assigned courses.

About the College of Medicine
The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing health care, the College of Medicine plays an impactful role in shaping the future of medicine. For more information about the College of Medicine and its programs, visit College of Medicine .

Requirements

• Bachelor’s degree; or an equivalent combination of education and experience

Nice To Haves

• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook), Google/GSuite, and Windows Platform.
• Experience with the UF PeopleSoft system.
• Be willing to learn new programs and systems including web-based services.
• Strong organizational skills and detail-oriented abilities to assess for accuracy and quality of work.
• Ability to manage multiple projects and deadlines with minimal supervision.
• Exhibits intellectual curiosity and critical thinking skills.

Responsibilities

• Prepare course registrations and processes student enrollment accurately, including resolving any discrepancies in student records.
• Review student transcripts and academic records, monitor progress toward graduation requirements, and provide guidance to clinical students regarding graduation processes, requirements, and deadlines.
• Support assigned courses by maintaining course information, processing grade updates, and ensuring academic records are updated in accordance with university procedures and deadlines.
• Process and fulfill requests for postgraduate education verification, providing essential documentation to outside institutions and licensing boards, and perform quality checks to ensure the validity of educational credentials and records.
• Prepare and update working manuals.
• Develop and maintain assigned Canvas courses by posting and updating syllabi, schedules, instructional materials, assignments, announcements, and other course content based on guidance from course director(s).
• Collaborate with other staff to ensure that all lectures and learning activities are added to the calendar/curriculum management system.
• Provide administrative support to course directors, including preparing and maintaining course-related communications, documentation, and student informational materials.
• Work with the staff of the Center for Experiential Learning and Simulation to schedule learning activities and performance-based assessments for assigned courses.
• Manage student assignments and grades for all assigned courses.
• Provide back-up coverage to SPAS Didactic and Clinical Coordinators.
• Compile, maintain, and distribute Academic Activities Reporting (AAR) documentation; review reported information for completeness and address discrepancies for resolution.
• Evaluate faculty effort and resolve discrepancies.
• Serve as administrative support for the Professional Standards and Promotions Committee, take minutes, and maintain tracking documents.
• Set up and maintains evaluation system for assigned courses.

Benefits

• Low-cost State Health Plans : Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages with 10+ paid holidays, paid family, sick and vacation leave
• Exceptional Personal and Professional Development Opportunities : Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level