Academic Assistant I

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

Job no: 516914
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Veteran's Preference Eligible

Classification Title:

Academic Assistant I

Job Description:

The Department of Languages, Literatures, and Cultures is seeking an Academic Assistant I. This position serves as the primary support staff person for the academic programs within the Department of Languages, Literatures, and Cultures, assisting the graduate student coordinator and department chairperson. The position performs programmatic support functions for the department and works closely with the department chairperson and the Administrative Support Assistant. The position will also provide general administrative support for the department such as covering the front desk, receiving visitors and phone calls, and serving as backup for course scheduling. Duties and responsibilities include, but are not limited to:

Student Administration:

  • Manage all phases of the graduate program in conjunction with the graduate coordinators. Assist graduate coordinators in working with graduate students and with applicants. Interpret, implement, and comply with policies and procedures set forth by the Registrar’s Office, the Office of Admissions, the Graduate School, the College of Liberal Arts and Sciences, and the department.
  • Review graduate admissions applications and monitor required submission materials, communicating directly with applicants about missing materials and admission decisions. Forward applicant packages to admission committees.
  • GIMS, Student Information System and Forms management. Interface with Graduate Information Management System (GIMS) and the Student Information System for various duties. Enter student progress data in appropriate system, use system to prepare defense and degree paperwork for students. Prepare reports using date tracking.
  • Work with Graduate Studies Coordinators to prepare graduate students’ letters of admission, process their tuition waiver, keep track of students’ records as well as keeping associated reports and forms related to application and enrollment in the graduate program.
  • Prepare LOA for GTAs / GRAs, submit to CLAS-SSC, and save on Share Drive. Verify students’ enrollment requirements and provide assistance to ensure students remain compliant with their respective appointment contracts.
  • Inputs or retrieves graduate applicant data, student enrollment numbers, grades, schedule of courses, and instructor evaluation data.
  • Collect appropriate payroll documents for the appointment process, letters of appointment, and Graduate Student Evaluations.
  • Graduate course grade coordinator.
  • Send notifications to faculty and Graduate instructors of the grading period deadlines.
  • Collect grades for graduate research and individual work courses without an instructor of record assigned.
  • Process textbook adoption for undergraduate and graduate-level courses.
  • Disseminate flyers and other publicity materials targeting students’ recruitment.
  • Serve as backup for course scheduling.
  • General Administrative support:

  • Act as the department receptionist, oversee the front desk, welcome visitors, and answer incoming phone calls and messages left on the main office line, and routing calls appropriately.
  • Maintain chair and staff calendar; keep track of chair’s schedule, meetings, and appointments.
  • Schedule use of conference room and ad hoc classrooms.
  • Coordinate and maintain building/space inventory and asset management.
  • Oversee Xerox machine in both Pugh and Dauer; manage all copy requests and coy code for the department.
  • Sort mails in both Pugh and Dauer mailboxes.
  • Order and maintain office supplies.
  • Liaise with CLAS IT/CLAS NET to resolve phone and computer issues.
  • Assist search committee chairs to prepare schedules and informational packets for job candidates on-campus visit, and arrange for their travels and hotel reservation.
  • Assist new employees, graduate students, research visitors and interns with library privileges, Gator 1-ID cards, email accounts, and access to other UF services.
  • Prepare LOA for adjunct faculty and full-time faculty with an overload teaching assignment. Submit to CALS-SSC and save on Share Drive.
  • Monitor and work with CLAS-SSC to ensure termination of appointment of employees on short or long break are done in a timely manner to avoid salary overpayments, and that such names are removed from payroll list.
  • Handles departmental correspondence and faculty-related administrative duties for the chairperson as needed.
  • Awards and Event Support:

  • Process student’s award letters and other correspondence on behalf of the chairperson and the Awards Committee.
  • Work with Awards Committee to prepare event programs; arrange food and beverages for departmental events.
  • Process requests for supplies, and/or space needed for departmental events, including ordering plaques for awards.
  • Organize receptions including securing volunteers as needed to assist with events.
  • Other:

      Other general office duties, including but not limited to distributing/collecting keys; monitoring inventory and ordering office supplies; arranging for guest speakers’ travel; inputting invoices, travel authorization, and other service requests into the Shared Services ticket system; copying; compiling reports; campus walks.Works with space management, space allocation, physical inventory and asset management. Prepares and enters reports for the dean’s office, CLAS Research Office, CLAS SSC, CLAS IT and CLAS Development Office.
    • Other duties as assigned. Needs to be well organized and capable of meeting deadlines.

    Expected Salary:

    $17.00 - $19.00 per hour, commensurate with qualifications and experience.

    Minimum Requirements:

    High school diploma or equivalent and 2 years of relevant experience.

    Preferred Qualifications:

    Knowledge of PeopleSoft and UF procedures and regulations.

    Excellent oral and written communication skills.

    Ability to handle telephone calls in a courteous and effective manner.

    Ability to work independently.


    Knowledge of University procedures and policies related to this position.

    Knowledge and ability to work well with departmental offices in the college and on campus; ability to establish and maintain effective and productive working relationships with others.

    Proficient in using specific computer software programs (i.e., Microsoft Office, including Excel, Outlook, Word).

    Familiar with rules pertaining to the confidentiality of student records.

    Eligible for or currently a Notary Public.

    Ability to prioritize work assignments and work in a team environment.

    Ability to accurately enter data and respond in a timely manner to information requests.

    This position is in contact with the Graduate Students. It is critical that this position provides a positive attitude and friendly demeanor at all times.

    Special Instructions to Applicants:

    In order to be considered, you must upload your cover letter, resume, and the names and contact information of at least three (3) professional references.

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

    This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

    Health Assessment Required:


    Advertised: 02 Jun 2021 Eastern Daylight Time
    Applications close: 13 Jun 2021 Eastern Daylight Time

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