Academic Program Specialist I

University of Florida•Gainesville, FL

1d•Onsite

About The Position

This position has the title of Program Coordinator for Graduate Recruiting and Undergraduate Research and serves as program coordinator and assistant to the Director and Assistant Director of Graduate Recruiting and Undergraduate Research at the Herbert Wertheim College of Engineering. Works with staff, current and prospective students, College and University administration, and University vendors. Coordinates and assists with matters including, but not limited to, graduate student recruiting, admissions, records, undergraduate research, fiscal management, and website/social media management. Exercises independent judgment and decision-making, and communicates effectively verbally and in writing. Handles confidential files and communications with discretion. Uses high level of attention to detail.

Requirements

Bachelor’s degree and two years of relevant experience, or an equivalent combination of education and experience.
Ability to demonstrate proficiency in Microsoft Office Suite, especially using Microsoft Excel to organize data.
Experience in graduate student affairs/recruitment or higher education administration
Experience with UF technical/computing platforms: Computing (WordPress website management, UF Zoom Meetings & Webinars, Qualtrics, Canva) Fiscal (UFGO, Concur, P-card) Admissions (CollegeNet, Slate, Salesforce/Pardot) Social Media (LinkedIn, Instagram, WhatsApp, etc.)
Knowledge of UF policies and procedures (student records, fiscal management, FERPA, event planning)

Responsibilities

Organizes catering, swag/info packets, current student volunteers, travel assistance, housing accommodations, etc. for graduate recruitment events
Serves as primary contact between UF vendors for collaboration with all HWCOE recruiting events and programs
Manages room reservations for all graduate recruiting and Engineering Graduate Student Council events
Coordinates prospective and admitted student webinars via Zoom
Handles all aspects of travel arrangements for prospective graduate student travel (e.g., hotel liaison, charter bussing, airport shuttle arrangements, reimbursement processing)
Manages the Lunch & Lab with a Graduate Student program
Serves as the primary contact for UF Housing for all graduate recruiting events
Manages annual updates to event signage, swag ordering, recruitment display materials, various graduate recruiting event advertising
Manages all HWCOE Office of Graduate Recruiting websites (Graduate Student Affairs, SURF-REU Program, ENGINE), including new page creation, content creation (e.g., text, videos, online forms, pictures, galleries, etc. in coordination with the Director/Assistant Director and HWCOE Marketing & Communications team)
Manages the HWCOE Graduate Student Affairs, SURF-REU Program, and ENGINE websites in coordination with the Director/Assistant Director, HWCOE Marketing & Communications (MarCom) team, and Office of Academic Affairs
Responsible for creating and implementing a social media plan for HWCOE Office of Graduate Recruiting
Manages office digital signage (LED TV display near main office) geared toward current UF students
Reconciles all financial transactions for HWCOE Office of Graduate Recruiting (receipt/invoice collection, p-card, UFGO, Concur)
Maintains accurate and organized files/spreadsheets for receipts, invoices, purchase orders, etc.
Provides calendar/schedule support for Director/Assistant Director as needed
Maintains office supplies for Office of Graduate Recruiting
Responds promptly and appropriately to email inquiries
Performs related work as assigned and assists in the efficient operation of the office per the Associate Dean/Director/Assistant Director