Academic Program Spec II

University of Florida•Gainesville, FL

2d•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 Academic Program Specialist II will also manage student handbooks, assist with course materials and syllabi, manage academic web pages, and participate in student recruitment activities. Additionally, the role supports committee functions, maintains student records, manages academic advertisement materials, and tracks faculty and student deadlines. The position also involves coordinating MHS program admissions, guiding students through application processes, managing online applications, assisting international students, and maintaining academic student system documents. Support is provided for graduate student appointments, stipend letters, and faculty roster maintenance. The role also contributes to the MHS strategic enrollment plan and conducts exit interviews and program reports. Department support includes serving as the primary point of contact for visitors, managing website content, assisting with event organization, and coordinating transitional onboarding for new hires. The role also includes mentoring support staff.

Requirements

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
Ability to maintain a high level of professionalism and integrity.
Excellent communication, organizational, and computer skills.
Ability to work independently, maintain confidentiality, and exercise good judgment.
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.

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.
Experience with Microsoft Office Suite software, website development, and Adobe software products.
Experience working in a research or academic environment.

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.
Review student forms for accuracy 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.
Interpret, update, and communicate the student handbook, providing accurate information to students and assisting faculty with queries.
Assist with procurement of course-related materials and complete course textbook registration.
Ensure 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 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 reviews, inputting data, and providing summary data to the Admissions Committee.
Serve as note taker and coordinator for Curriculum, Admissions, and Program committees, and 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, and maintain a course matrix.
Work closely with PhD students during their defense semester to ensure completion of all graduation steps.
Establish and maintain an 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.
Monitor off-book program expenses and budget in coordination with the Department Administrator.
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 and compose/sign routine admissions and advisement correspondence.
Assist incoming international students with visa or visa transfer requests.
Access and manage academic student system documents (ISIS; NERCICS).
Assist with graduate student appointment/stipend letters, submit approved credit transfer information, update committee members, and assist 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.
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.
Route calls, take messages, triage routine requests, and make appointments.
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.
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 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, providing guidance related to workflow, communications, processes, and procedures.
Direct activities, train, assign, and monitor work of support staff.
Respond to inquiries and resolve problems related to support staff.
Perform other duties as assigned.