Administrative Assistant II

University of Central Florida•Orlando, FL

1d•$18•Onsite

About The Position

The University of Central Florida College of Graduate Studies oversees, supports, and advocates for over 10,000 students across 200+ master’s, doctoral, specialist, and certificate programs. Within the College of Graduate Studies, the Department of Graduate Student Services supports all graduate students from enrollment to graduation by managing academic records, tracking degree progress, and processing milestones. The Administrative Assistant II will work with the Office of Graduate Studies Student Services team, reporting to the manager. This position will provide support to the entire team by triaging phone calls, emails, and walk ins. The Administrative Assistant II will address questions and determine delegation if appropriate to an academic evaluator or coordinator for more in-depth inquiries; they will alert the manager or associate dean when a student has an emergency situation to address. This position will track, organize, and compile sensitive student information for the Appeals Committee, the Admissions and Standards Committee, and for Medical Withdrawals. The Administrative Assistant II will manage commencement-related requests and emails, perform commencement-related tasks such as compiling documents for the commencement program and RSVP list, and attend commencement to assist with the ceremonies.

Requirements

High School Diploma or Equivalent and 2+ years of relevant experience; or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6).
All applicants must be authorized to work for any U.S. employer.
Visa sponsorship is not available for this position, and the university cannot accommodate H‑1B transfers or employment-based visa processing for individuals currently sponsored by another employer.
This role requires the successful candidate to work on-site at UCF as their primary work location.
On-site presence is an essential function of this role.

Nice To Haves

Experience as an administrative assistant, preferably at a university.
Experience with Peoplesoft.
Experience with Microsoft Online Suite.
Bachelor's degree.

Responsibilities

Primary contact for questions about academic services, academic progress, and graduation for students who walk in, call, or email the College of Graduate Studies.
Utilize knowledge of graduate policy and student records to answer questions or escalate as applicable.
Keep up with changes to graduate policy and how the updates impact student records.
Work as a liaison with academic evaluators, coordinators, and other departments for complicated student issues and escalates emergency situations immediately to the manager or associate dean.
Triage for proper routing of the different types of issues and how to provide the most effective customer service.
Maintain a student call log and follow up as needed to make sure that all questions are answered in a timely manner.
Manage the shared email address by responding to emails, filing emails into the proper location, and downloading documents as needed for review.
Create dates/deadlines list for each semester and tracks deadlines accordingly.
Assist with commencement-related activities, such as creating and checking commencement program lists, confirming hooding advisors, and confirming RSVPs.
Attend commencement ceremonies to assist with the hooding ceremony and diploma cover distribution.
Respond to student requests for medical withdrawals with the appropriate information and forms.
Compile sensitive student information in an appropriate manner for the Admissions and Standards Committee, Appeals Committee, and manager for review.