Academic Program Spec II

University of Florida•Gainesville, FL

3d•$68,000 - $75,000•Onsite

About The Position

This position is responsible for all aspects of coordinating student programs, including Certificate, MHS, and PhD level programs. The role involves assisting students with questions, forms, and registration, coordinating course registration, and serving as a liaison between various academic stakeholders. The individual will manage student handbooks, course materials, syllabi, and assist faculty with learning management systems. Responsibilities also include managing academic websites, participating in student recruitment, taking minutes for committees, and maintaining student records. The role also involves managing academic advertisement materials, maintaining a deadline calendar, creating and advertising semester courses, and ensuring students are on track for graduation. Additionally, the position supports the MHS program by connecting with applicants, assisting with admissions, guiding students through the application process, overseeing the program inbox, and submitting necessary forms to the university registrar. The role also involves organizing new student orientations, managing online admission applications, assisting international students with visa requests, and managing academic student system documents. The position supports the department by serving as the primary point of contact for visitors and students, assisting with website content, and supporting event organization. The role also includes mentoring support staff, providing guidance on workflows and procedures, and directing their activities. Other duties as assigned.

Requirements

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

Nice To Haves

Experience working with students, faculty, or the public.
Experience coordinating projects in an academic or research setting.
Experience working with people from other cultures.
Experience working with Canvas.
Ability to maintain a high level of professionalism and integrity.
Excellent communication, organizational, and computer skills.
Experience with Microsoft Office Suite software, website development, and Adobe software products.
Ability to work independently, maintain confidentiality, and exercise good judgment.
Experience working in a research or academic environment.
Willingness and ability to learn new tasks, problem solve and maintain a high level of attention to detail across all deliverables.
Ability to remain calm and professional under pressure while adhering to departmental hierarchy and established protocols.
Ability to interact with faculty, staff, and visitors in person, via written communications, and on the telephone, with professionalism and friendliness.

Responsibilities

Coordinate all aspects of student programs, including Certificate, MHS, and PhD level programs.
Assist students with questions, forms, and registration.
Coordinate student registration for department-controlled and elective courses.
Work with students to ensure proper, up-to-date forms are accurate and schedule appointments with academic advisors.
Serve as liaison between curriculum committee, academic advisor, and research mentor on student records, registration, and sensitive student issues.
Understand, interpret, update, and communicate the student handbook; provide accurate, consistent information to students and assist faculty with handbook queries.
Assist with procurement of course-related materials and complete course textbook registration.
Assure syllabi are completed on a timely basis and distributed to registered students.
Assist faculty in managing Canvas files and course shells.
Triage inquiries to appropriate respondents.
Establish and manage academic web pages for student information.
Prompt students throughout each semester regarding internal and university-wide deadlines to ensure timely graduation.
Maintain academic website accuracy and post academic announcements.
Participate in student recruitment activities including organizing applicant folders, scheduling applicant reviews, inputting applicant information into departmental database, and providing Admissions Committee with summary data.
Serve as note taker and coordinator for Curriculum, Admissions, and Program committees; perform action items from meeting minutes.
Maintain and organize all records for MHS, PhD, and certificate students.
Manage academic advertisement materials including brochures, digital content, and program announcements.
Maintain deadline calendar and ensure faculty meet all class and student requirement deadlines.
Create and advertise semester courses; obtain and schedule classrooms; maintain course matrix to ensure alignment of PhD, MPH, MHS, BPH and BHS courses taught by EGH faculty.
Work closely with PhD students during their defense semester to ensure completion of all graduation steps.
Establish and maintain accurate weekly view of core courses.
Assist with and prompt faculty to complete UCC1 and UCC2 forms.
Schedule orientations, student gatherings, and committee meetings.
Assist Chair with assigning students to committees.
Set up classrooms with AV equipment as needed.
Meet yearly with PhD Program Director and PhD students individually to confirm students are on track.
In coordination with the Department Administrator, monitor off-book program expenses and budget.
Connect with applicants to EGH programs; collect, review, and assist in admission decisions on application materials.
Work with the Office of Admissions and Graduate School to admit students and complete petitions for challenging packages.
Reach out to prospective and pending applicants to guide them through the application process.
Oversee the EGH program inbox and respond to inquiries.
Submit memos/petitions to the Office of the University Registrar (OUR) for student file updates.
Contact current Capstone students monthly to ensure they are on track to graduate.
Help organize and present at the annual new student orientation and annual Capstone meeting.
Oversee online admission applications; compose and sign routine admissions and advisement correspondence.
Assist incoming international students with visa or visa transfer requests in coordination with the Graduate School and International Center.
Access and manage academic student system documents (ISIS; NERCICS).
Assist with graduate student appointment/stipend letters; submit approved credit transfer information to the Graduate School; update committee members; assist Department Administrator with Graduate Faculty roster maintenance.
Manage all student files for EGH academic programs.
Provide accurate, timely information regarding student enrollment, dissertation committees, TA duties, etc.
Securely maintain all student information in organized folders.
Guide students through departmental and university policies regarding records and file access.
Work with the Chair to execute the MHS strategic enrollment plan through outreach and dissemination, including researching recruitment avenues, attending recruitment events, and collaborating on marketing materials.
Conduct exit interviews.
Prepare and present annual MHS program reports including enrollment metrics and marketing/recruitment evaluation.
Refine Standard Operating Procedures (SOPs) and policies in response to program growth.
Serve as the primary face of the department, greeting, assisting, and referring visitors and students as appropriate.
Route calls, take messages, triage routine requests, and make appointments as needed.
Assist with website content, including articles, photos, and periodic auditing for accuracy.
Provide assistance to the Administrative Specialist II when necessary to organize and conduct events such as faculty retreats, luncheons, dinners, and gatherings, including but not limited to catering orders, meeting set-up, and clean-up.
Provide a welcoming, professional atmosphere to students, faculty, staff, visitors, and community members.
Serve as point of contact for visiting speakers and scholars, including communications and drafting of posters, flyers, and other printed or digital materials.
Coordinate transitional onboarding for new hires including interview scheduling, IRB coordination, and HR liaison activities.
Mentor support staff as needed or requested by the Chair.
Provide guidance related to workflow, communications, processes, and procedures.
Direct activities, train, assign, and monitor work.
Respond to inquiries and resolve problems.
Perform other duties as assigned.