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Academic Assistant II

University of Florida

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Employment Type
Full Time
Institution Type
Four-Year Institution

Academic Assistant II

Job No: 531198
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Engineering

Job Description

Classification Title:

Academic Assistant II

Job Description:

Academic Services Office Program Support - Works in close coordination with the Associate Chair, Nuclear Engineering Program Director, Graduate and Undergraduate Coordinators, and Curriculum Committees for the MSE and NE Program. Assist with departmental advising and professional development programs. Supports departmental administrative personnel, including maintaining calendars, drafting, or preparing correspondence and meeting minutes, and scheduling program activities.

Incumbent works closely with Academic Advisor(s) and assists with various academic functions such as course registration for MSE/NE students, arranging proctoring of examinations, and collection/posting of grades. Assists with admissions processing, such as reviewing applications, monitoring submission of required materials, disseminating materials to admissions staff or faculty, and processing admission letters. Assists with preparing printed and electronic media and materials to facilitate student self-advisement through updates of catalogs, program websites, handbooks, brochures, and forms. Oversees textbook adoptions and preparation of course materials such as recording, collecting, and publishing syllabi.

Responsible for coordinating departmental student-based social functions including workshops, presentations, orientation, convocation, award ceremonies, and recruiting. This includes preparation and tear down of events, generating announcements and invitations, creating budget proposals for events, and running errands.

General Office Support - Responsible for greeting and assisting all incoming visitors, students, and faculty in a positive and supportive manner by maintaining professional communication. Manages all clerical and reception tasks such as answering phone calls and responding to emails. Ensures that service calls received by phone, email and in-person are routed to the appropriate staff or faculty.

Maintains and purchases supplies, obtains vendor quotes, and tracks P-card transactions for the Academics Services Office. Ensures that all common areas (copy area, kitchen, front desk, waiting room area, and conference room) are organized and well presented.

Academic Record-Keeping, Report Generation, and Compliance - Assists with maintaining and proper disposal of academic records, monitoring and updating student milestones, processing proposal/final defense forms and SLO's for graduate students, generating announcements, creating surveys, and recording survey results.

Other duties, as assigned - Tasks will be assigned to assist the Academic Advisor(s), Chair, Associate Chair, Nuclear Program Director, faculty, and staff in meeting the needs of their position and/or the Department. This will include cross training to fill in for the Academic Advisor(s). Other duties will be assigned based on the qualifications of the individual and Department needs.

Expected Salary:

$19.00 - $22.00 per hour; commensurate with qualifications and experience

Minimum Requirements:

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

Preferred Qualifications:

  • Experience in advising and counseling students at the graduate and/or undergraduate level.
  • Experience with Microsoft Office products (Outlook, Excel, Word, Teams, PowerPoint, etc.)
  • Understanding of or ability to rapidly adopt productivity tools (Zoom, Slack, MailChimp, DocuSign, Qualtrics, etc.)
  • Excellent customer service skills, including cross cultural sensitivity, and a high level of demonstrated interpersonal skills.

  • Ability to thrive in a fast-paced environment.
  • Ability to triage tasks to meet competing deadlines.
  • Ability to independently plan, organize and coordinate work assignments.
  • Ability to collaborate, communicate and work effectively with others.
  • Ability to present written and oral materials in a concise and professional manner.
  • Ability to be detailed, accurate and confidential with work assignments.

Special Instructions to Applicants:

In order to be considered for this position, applicants must upload a cover letter and resume with application.

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.

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

Health Assessment Required:

Applications Close: 01 May 2024

To apply, visit

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

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