Academic Assistant I

Main Campus (Gainesville, FL)
Apr 03, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516255
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Communications/Public Relations/Marketing, Office/Clerical, Student Affairs/Services, Veteran's Preference Eligible
Department:33050000 - HP-PHYSICAL THERAPY

Classification Title:

Academic Assistant I

Job Description:

This position is located in the Department of Physical Therapy in the College of Public Health and Health Professions. Major components of this position include registering the DPT students, keeping instructor records in order, and functioning as the contact person for any issues enrolled students may have. These duties include setting up course schedules, obtaining course numbers for new courses, creating textbook lists, coordinating graduations and orientation events, and creating and maintaining an alumni database. The Academic Assistant I also assists with student recruiting, advising and applications.

Duties Within DPT (entry-level) Program for current students:

Enrolls and registers DPT graduate students.
Ensures students register for graduation and then certifies graduates in the student information system.
Prepares student email lists and laboratory groups.
Processes all paperwork regarding grade changes, student problems, verification of education. Coordinates book lists with faculty and orders desk copies for faculty to review.

Manages text book adoptions every semester in the university adoption system.
Produces official textbook listings for all degree programs, facilitates ordering.
Maintains graduate student and program files.
Assists with maintenance of student FTE data for Dean’s Office.
Coordinates on-line Grade-A-Gator, authorizes instructors each term for the DPT programs, and communicates with faculty about grading deadlines.
Inputs room scheduling and course delivery into the scheduling system.
Processes faculty workload every semester. Coordinates meetings with faculty and staff as needed to maintain accurate workload reporting. Trains staff as needed on changes to workload reporting.
Assigns lockers to students and maintains list of locker assignments.
Notifies faculty of student absences.
Coordinates distribution of teacher evaluation packages for each course and section. Prepares reports and makes results available to the appropriate parties.
Handles scanning of tests and prepares reports for faculty members.
Coordinates DPT student records, conducts alumni survey, monitors employment rates and provides related data for accreditation report.

Liaisons with the University’s registrar office on issues such as petitions, grades changes, transcripts, and other issues.

Tracks student GPAs each semester and reports students “at risk” to the Program Director.

Secures rooms for faculty during the term.

Updates semester calendar on Outlook as needed.

Duties Within DPT (entry-level):

Programs for prospective and former students
Coordinates open house events six times per year.
Plans, coordinates and manages orientation for new DPT students in the Fall.
Coordinates annual job fair and handles follow-up with employers.

Coordinates annual student capstone poster presentations.

Prepares plaques and awards for scholarship recipients.

Meets with prospective students in-person and virtually to provide advising on the DPT program and admissions.

Answers telephone calls to the DPT phone line.

Assists in updating student handbook annually.

Disseminates information to students and faculty as requested.

Maintains registration section spreadsheet for each class and semester.

Updates course section and class number spreadsheet each semester.

Responds to inquiries sent to the DPT email address.
Implements and maintains a web-based job posting board for current DPT students and alumni and emails job posts as appropriate.

Assists with exit interview process required for graduating DPT students and alumni one year post graduation as required by accreditation body.

Assists with student recruitment activities

Emails survey to previous graduating class to determine employment, and sends surveys to employers and graduates.

Assists in evaluating DPT applications for completeness.

Prepares admission letter shells as requested.

Coordinates graduation/completion verifications of prior graduates for licensure.

Sends graduation certifications to the state in order to allow graduates to sit for board exams.

Completes preliminary and final degree certification in the student information system.

Communicates with graduating students to ensure they register for graduation.

Plans and coordinates annual graduation banquet.

Processes Licensure requests for PT Alumni and updates database files.

Marketing and Social Media Responsibilities:

Assists Marketing Specialist with department’s official social media accounts.

With direction from the Marketing Specialist, helps with idea generation, content development, planning and scheduling for varying social media platforms. This may include interviewing, photographing, writing, editing, organizing, and posting to social media.

Departmental Duties:

Assists in maintaining curriculum schedules.

Assists faculty with setting up Canvas courses as needed. Be available to the faculty for minute taking and other general tasks when necessary.
Assists with greeting visitors, answering multi-line phone, rerouting calls and taking messages when requested.
Picks up, sorts and distributes mail for department, as requested.
Coordinates distribution of job announcements to alumni and seniors.

Expected Salary:

$17.50 - $20.59 hourly, negotiable, based on education, skills, and experience

Minimum Requirements:

High school diploma or equivalent and two years of relevant experience.

Preferred Qualifications:

Experience with Excel and Word, PowerPoint, and a student records system. Knowledge of WordPress and various social media platforms (eg, Facebook, Twitter, Instagram, and TikTok). Good grammar, writing skills, professionalism and organizational skills are also desired.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This is a time-limited position.

The University of Florida is an equal opportunity/affirmative action employer and is committed to increasing the diversity of its faculty and staff. We welcome nominations of and applications from anyone who would bring additional dimensions to the university's research, teaching, and clinical mission, including women, members of minority groups, protected veterans and individuals with disabilities. Hiring is contingent upon eligibility to work in the United States.

Health Assessment Required:


Advertised: 01 Apr 2021 Eastern Daylight Time
Applications close: 11 Apr 2021 Eastern Daylight Time

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