Academic Assistant III - Languages, Literature and Culture

University of Florida•Gainesville, FL

3d•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 assignments, and managing documentation for temporary personnel. It also includes maintaining administrative records, coordinating key and equipment management, and initiating facilities, technology, purchasing, and service requests. The Academic Assistant will provide day-to-day direction to student assistants and serve as a resource for established departmental administrative practices. Additionally, the role supports fiscal operations by coordinating travel, processing PCard transactions, preparing purchasing requests, and monitoring expenditures. The position also handles administrative and logistical arrangements for departmental events and manages departmental website content and communications. The Academic Assistant will serve as a departmental contact and direct inquiries to the appropriate resources.

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.
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.
Coordinates administrative processes for individual work, research, thesis, dissertation, and other specialized course sections.
Reviews academic and instructional records for completeness and accuracy and resolves discrepancies.
Coordinates faculty teaching certification and instructional reporting processes.
Tracks academic deadlines and communicates requirements to faculty, teaching assistants, adjunct instructors, program coordinators, and students.
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.
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.
Coordinates graduate admissions processes.
Maintains graduate student records and monitors administrative milestones, documentation requirements, and deadlines.
Serves as an administrative resource for prospective and current graduate students.
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.
Coordinates recurring departmental academic processes requiring information or action from multiple programs.
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.
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.
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.
Reviews assigned PCard transactions and supporting documentation.
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.
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.