Academic Program Specialist I

University of Florida • Gainesville, FL

9d • $51 - $55

About The Position

Event Planning Catering, packets, agendas, faculty appointments, current graduate student assistance, on-call support, last-minute travel changes, accommodations for specialized needs, student organizations marketing, etc. Liaison between UF vendors for collaboration with all Graduate School and HWCOE recruiting events and programs. Coordinates recruitment webinars. Handles arrangements for current and prospective graduate student travel, travel reimbursement paperwork, receipt gathering/submission, flight confirmation, airport shuttle arrangements, charter bussing, hotel liaison and student rooming lists, etc. Administrative Support Liaison to HWCOE departmental graduate staff and coordinators. Maintains accurate lists, updates contacts, calls meetings, disseminates information, executes departmental requests, etc. Coordinates access to Graduate Recruiting Shared Server. Assist with collecting rosters of student prospects, applications, admissions, enrollment, tracking of prospect sources, etc. Access to UF Office of Admissions CollegeNet and Slate admissions application systems. Assists with Director/Assistant Director’s calendars as needed. Schedules and coordinates appointments, meetings, conferences, and seminars. Contacts involved parties and prepares and distributes agendas/announcements/reminders. Screens incoming phone calls, emails, social media; responds directly or routes inquiries to proper individual. Maintains office supplies for Graduate Recruiting Office. Marketing Support Annual updates to graduate program brochures and print ordering, UF shirts/polos, banners and signs, folders, portfolios, pens, iPads, bags, packets, flyers, other printed materials, etc. Manages the HWCOE Graduate Student Affairs, SURF program, and ENGINE websites in coordination with the Director/Assistant Director, HWCOE Marketing & Communications (MARCOM) Office, and Office of Academic Affairs. Fiscal Assistance Reconciles all financial transactions for HWCOE graduate recruiting (receipts, vouchers, invoices, UFGO, Concur, P-card, etc.). Maintains accurate and organized files for receipts, invoices, purchase orders, etc. Other Performs related work as assigned and assists in the efficient operation of the office per the Associate Dean/Director/Assistant Director

Requirements

• Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.
• Ability to make decisions and communicate effectively both verbally and in writing.
• Familiar with a variety of computer software programs (Microsoft Office Suite especially Excel, Microsoft Creative Suite, WordPress, Qualtrics, Zoom Webinars, UFGO/Concur, Slate).
• Ability to compile, organize, and analyze data.
• Knowledge of general office procedures and policies.
• Knowledge of university policies and procedures, especially student records.
• Knowledge of UF fiscal policies.
• Event planning experience (contacting UF caterers/preferred vendors, reserving event spaces, creating menu options within budget).
• Knowledge of federal student privacy laws (FERPA).

Nice To Haves

• Experience in graduate student services/recruitment or higher education administration.
• Experience in website management and proofreading.
• Experience with coordinating student Zoom webinars.
• Experience with UFGo and Concur.

What This Job Offers

• Job Type: Full-time
• Number of Employees: 5,001-10,000 employees