Academic Assistant III - Languages, Literature and Culture

University of Florida•Gainesville, FL

4d•$22 - $24•Onsite

About The Position

This position provides advanced administrative support to department leadership, faculty, and program coordinators across multiple language and academic areas. The role involves coordinating recurring departmental academic processes, assisting with faculty instructional assignment information, and managing documentation for temporary personnel. It also includes maintaining departmental administrative records, developing tracking systems, coordinating key and equipment records, initiating facilities and technology requests, and providing direction to student assistants. The Academic Assistant III serves as a resource for established departmental administrative practices and assists in resolving operational issues.

Requirements

Bachelor's degree; or an equivalent combination of education and experience.

Nice To Haves

Experience providing academic or administrative support in a higher education environment.
Experience coordinating complex academic processes involving multiple programs, faculty, or student populations.
Experience with course scheduling, registration, student records, graduate program administration, or instructional support.
Familiarity with UF systems such as PeopleSoft, ONE.UF, UF GO, myUFL, Grade-A-Gator, or comparable higher education administrative systems.
Knowledge of university policies and procedures related to academic administration, student records, travel, purchasing, and administrative operations.
Strong organizational skills and demonstrated ability to coordinate multiple processes, priorities, and deadlines simultaneously.
Strong written and verbal communication skills and the ability to work effectively with faculty, staff, students, and university offices.
Demonstrated ability to analyze administrative issues, identify appropriate solutions within established guidelines, and recognize matters requiring escalation.
Ability to review detailed records and information for accuracy and maintain organized documentation.

Responsibilities

Coordinates development and maintenance of the department's course schedule across its language and academic programs, including collecting instructional information, entering and reviewing scheduling data, coordinating changes, and resolving scheduling discrepancies.
Serves as a departmental resource to faculty and program coordinators regarding established course scheduling, registration, grading, and instructional administration processes.
Coordinates registration activities across department programs, including enrollment requests, waiting lists, controlled enrollment, drop/add activity, and resolution of registration issues within established guidelines.
Coordinates administrative processes for individual work, research, thesis, dissertation, and other specialized course sections, ensuring appropriate enrollment and grading information is maintained.
Reviews academic and instructional records for completeness and accuracy and resolves discrepancies with faculty, students, program coordinators, and appropriate university offices.
Coordinates faculty teaching certification and instructional reporting processes, including Grade-A-Gator and other required academic reporting.
Tracks academic deadlines and communicates requirements to faculty, teaching assistants, adjunct instructors, program coordinators, and students as appropriate.
Processes and maintains academic documentation, including grade changes, incomplete grade contracts, registration documentation, and other student academic records.
Coordinates textbook and instructional material adoption processes across departmental programs and assists with documentation related to course materials and supply fees.
Compiles, reviews, and maintains course, enrollment, instructional, and related academic data for departmental reporting, planning, and decision-making.
Identifies recurring academic administrative issues and recommends improvements to departmental processes, records, and workflows.
Coordinates administrative support for the department's graduate programs in collaboration with graduate coordinators, faculty leadership, and department administration.
Coordinates graduate admissions processes, including organizing and reviewing application materials for completeness, maintaining applicant records, communicating with applicants, and facilitating materials for faculty review.
Maintains graduate student records and monitors administrative milestones, documentation requirements, and deadlines.
Serves as an administrative resource for prospective and current graduate students regarding established departmental and university processes and requirements.
Coordinates with faculty, students, and university offices to resolve graduate registration, records, admissions, and other administrative issues.
Tracks graduate program activities and deadlines and follows up with students and faculty regarding outstanding administrative requirements.
Compiles admissions, enrollment, student status, and other graduate program data for departmental use and reporting.
Assists graduate program leadership with development and maintenance of program materials, instructions, forms, and administrative resources.
Provides advanced administrative support to department leadership, faculty, and program coordinators across the department's multiple language and academic areas.
Assists with preparation and maintenance of faculty instructional assignment information and other academic activity records.
Coordinates routine appointment, reappointment, and related documentation for teaching assistants, adjunct instructors, student assistants, and other assigned temporary personnel in coordination with department administration and appropriate college offices.
Maintains departmental administrative records and develops tracking systems to support accurate and timely completion of recurring activities.
Coordinates departmental key and equipment records and the issuance and return of assigned departmental property.
Initiates routine facilities, technology, purchasing, and service requests and coordinates with the appropriate college or university office through completion.
Provides day-to-day direction and work coordination to assigned student assistants.
Serves as a resource to faculty and staff regarding established departmental administrative practices and assists in resolving operational issues within assigned areas.
Coordinates travel arrangements and related administrative processes for faculty, students, candidates, guest speakers, and departmental visitors through UF GO.
Prepares and reviews travel authorizations, expense reports, and supporting documentation for completeness, accuracy, and compliance before routing for processing.
Reviews assigned PCard transactions and supporting documentation and ensures transactions are submitted through established processes within required timelines.
Prepares purchasing, invoice, reimbursement, and service requests and maintains appropriate supporting records.
Monitors assigned transactions and expenditures and assists department administration with routine fiscal tracking and reporting.
Works with Shared Services and other university offices to research and resolve discrepancies involving assigned travel, purchasing, reimbursement, or other fiscal transactions.
Advises faculty, students, and other departmental constituents on established procedures for routine travel and purchasing activities.
Coordinates administrative and logistical arrangements for departmental lectures, conferences, receptions, meetings, awards activities, and other academic events.
Coordinates room reservations, event materials, routine purchasing, guest arrangements, and other event logistics.
Maintains assigned departmental website content, directories, digital displays, and informational materials.
Prepares and distributes departmental announcements, correspondence, instructional information, and other communications.
Serves as a departmental contact for students, faculty, visitors, and other constituents and directs inquiries requiring specialized assistance to the appropriate resource.