Job Description

Classification Title:

Academic Assistant II

Classification Minimum Requirements:

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

Job Description:

STUDENT SERVICES. Performs various services for enrolled students, including registering students for classes, communicating with students about holds and how to resolve them, generating and distributing confidential grade report letters to students for use in employer/sponsor reimbursement process; planning, refining, and overseeing catering service for class weekends; coordinating classroom and facility requirements, and facilitating student access via swipe card entry system; inputting textbook adoptions; organizing, ordering, and distributing course materials, and adding course resources into the UF Library Course Reserves system, as needed; facilitating faculty  evaluations; preparing and distributing course and student information to instructors prior to each semester; coordinating orders and delivery Gator1 cards, course packets, SWAG, badges, and nameplates. Also serves as a liaison for the program with the broader university community, including the Graduate Admissions Office, Registrar’s Office, Bursar’s Office, Athletic Ticket Office, Financial Aid Office, and Veteran’s Affairs. Assist instructors with eLearning sites and travel arrangements, as needed. Provides invoices and receipts to students for course fees upon student request (for reimbursement purposes), monitors payments, and follows up on past due accounts; maintains confidential and sensitive student account records for the program.

EVENT COORDINATION. Plan and coordinate various special events for students, including new student orientation, graduation-related events, and end-of- semester events. Event coordination includes selecting and securing an appropriate facility, planning, and ordering catering services, negotiating prices, preparing, and distributing invitations, maintaining counts of expected attendees, representing the program at events, making payment (via PCard or by coordinating payment by PO via departmental staff). Assists Associate Director with securing venues for recruiting events and coordinating event logistics if needed.

FISCAL RESPONSIBILITIES. Performs fiscal activities, including planning and processing travel for faculty and TAs, as well as making PCard purchases and processing and tracking the associated paperwork, requesting, and tracking purchase orders, and monitoring invoice payment system to ensure that invoices are processed on time and accurately. Fosters good vendor relations, facilitates vendor use and access to the UF system for billing, when applicable. Incumbent orders classroom and reference materials, and other items as required.

APPLICATION AND ADMISSIONS PROCESSING. Assists in recruitment event planning and processing incoming student applications. Compiles application files and summary report for OEM Admissions Committee and facilitates review cycle, including setting deadlines and sending reminders as needed. Processes decision letters and obtains required signatures through DocuSign, with direction by Associate Director.

GENERAL PROGRAM OPERATIONS. Maintains the smooth day-to-day operation of the program; responds to phone calls and correspondence (mail and email), when appropriate; makes photocopies, runs errands to other offices on campus, assists Director and Associate Director with preparations for recruiting trips, including plans for meetings; researches and coordinates ordering of promotional items; create and maintain various listservs. Interacts with other units on campus, including the Bursar’s Office, the MBA Program, Division of Continuing Education, University Financial Services, Finance and Accounting, the Registrar’s Office, the Graduate Admissions Office, and the Graduate School. Provides procedural input to the team for the betterment of the OEM Program.

Other duties as assigned. Maintains sufficient office and program supplies, including an appropriate stock of promotional materials. Transport and distribute various course materials and SWAG (requires some heavy lifting).

Drafts and maintains a procedural manual for the OEM office.

Expected Salary:

$20.00-$22.00/hour; commensurate with education and experience

Required Qualifications:

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

Preferred:

It is crucial that the person holding this position consistently displays a high level of professionalism and has a willingness to act as an on-campus resource for the working professional students served by the program. Friendly, helpful, and prompt customer service is of utmost importance. Strong written and oral communication skills. Proficiency in Microsoft Office applications, including Word, Excel & Access, as well as Canvas; FERPA knowledge preferred. A bachelor’s degree is preferred.

Special Instructions to Applicants:

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

This is a time-limited position.

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 Pagefor more specific information.

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

Health Assessment Required:No

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