Job Description

Classification Title:

Academic Assistant I

Classification Minimum Requirements

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

Job Description:

Academic Program Support

• Support Graduate and Undergraduate Coordinators with enrollment, registration, degree certification, and other program-related processes.
• Compile and maintain graduate student annual activity reports for committee review.
• Complete all Graduate School and departmental processes for graduate students, including preliminary and final degree certification.
• Manage permission forms for internships, individual work, and undergraduate research.
• Review graduate admissions applications; monitor receipt of required materials; and communicate with applicants about missing items and decisions.
• Forward application files to admissions committees and coordinate with the Registrar and Admissions Offices.
• Notify instructors of grading procedures, textbook adoptions, and academic deadlines.
• Ensure timely submission of grades and process electronic grade changes.

Office Administration

• Serve as front-line contact for the office: greet visitors, students, and faculty; answer phones; and route inquiries by email, mail, or in person.
• Advise new students, graduate assistants, and visitors on departmental policies, college/university procedures, and academic processes.
• Manage office supply inventory and initiate purchases as needed.
• Assist with department events and receptions, including ordering plaques and coordinating logistics.
• Maintain the department website and social media accounts.
• Manage room calendars for departmental spaces.

Course Scheduling

• Prepare, update, and finalize the department’s course schedule each semester.
• Process online requests for past deadline additions, deletions, and revisions to finalize the schedule.
• Track course enrollment before and during each term.
• Maintain records of instructional activities in accordance with UF retention policies, including drop/adds, student petitions, and incomplete grade contracts.

Expected Salary:

The salary is $19.00 - $21.00 per hour.

This is a TEAMS position and is eligible for a suite of excellent benefits, retirement options, and paid leave.

Required Qualifications:

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

Preferred:

• Knowledge of University of Florida policies, procedures, and academic systems (e.g., PeopleSoft, Student Information System).
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and UF business systems.
• Familiarity with WordPress and Canva.
• Excellent organizational, communication, and interpersonal skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced academic environment.
• Comfortable working independently and collaboratively with faculty, staff, and students.
• Knowledge of FERPA regulations and experience handling confidential student records.

Special Instructions to Applicants:

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three 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:
No