• Job Description

  Req#: 536504

  Classification Title:	Academic Assistant I
  Classification Minimum Requirements:	High school diploma or equivalent and two years of relevant experience.
  Job Description:	Graduate Admissions: Coordinates admission process Respond to general questions regarding the admission process via email, phone and in person. Receives and organizes applicant materials (application forms, GRE scores, letter of intent, letter of recommendation, portfolios and transcripts) in files for department’s Graduate Admissions Committee review. Maintains log of incoming applicant materials and admission data for department’s Graduate Admission Committee review. Posts Graduate Admissions Committee decisions online and records them in admission log. Admits applicants in MyAdmissions and requests I-20’s from UFIC. Mails acceptance and rejection letters to applicants. Processes non-degree student applications. Processes applicant petitions, including application fee waiver requests and exceptions to English proficiency requirements. Graduate Recruitment: Work with department recruiting team to identify interested prospective graduate students. Work with graduate coordinators, marketing, and graduate advisor to send program information to prospective students. Collaborates with other staff to organize and participate in graduate student recruitment events, including junior preview, spring visit, and SURF. Follow up with prospects after events and schedule student information sessions. Assist faculty with recruitment of incoming PhD students. Student Records: Manages graduate student academic files. Set-up and maintain electronic files for every student. Assist with academic forms such as Drop/Add for departmentally controlled individual study and rotating topic courses, Minors, Credit Transfers, etc. Maintains records on GIMS for all students. Maintains all pertinent correspondence, curricula, paperwork and official documentation generated or submitted by the department, college, Admissions Office, Graduate School, Registrar’s Office and other agencies. Inputs and monitors the completion of graduate student milestones (e.g., IDP, Qualifying Exam, defense) in UF academic systems. Maintains and updates databases containing historical information on the graduate program and generates data reports for accreditation, marketing, and other institutional needs. Advising: Updates curricular and academic advisement materials for new graduate student orientation. Answer routine questions regarding curriculum, registration, and undergraduate and graduate policies. Refers undergraduate and graduate students to appropriate undergraduate and/or graduate coordinator or other competent authority for specific questions regarding individual cases. Calculates Grade Point Average for Undergraduate Transfer Students. Graduation: Notifies graduation candidates of all pertinent deadlines, requirements, and policies. Participates as usher in graduation ceremonies (conducted on weekdays) according to department usher rotation schedule. Collects, compiles, and summarizes data from the graduate student exit survey. Office Operation: Receptionist for Graduate Program Office. Triage student traffic and manage general traffic flow in office. Interact with students coming for advising to direct them to needed forms, if applicable. Screen phone calls and provide program and advising information and assistance to outside constituencies, as required. Responds to e-mail requests. Communicates webpage updates to department web programmer. Textbook Adoptions (every semester). Order Desktop Textbooks for Instructors & Teaching Assistants. Prepare faculty teaching evaluations each term. Collaborates with other staff to organize and participate in graduate student events, including graduate orientation, department awards, and graduate student appreciation week. Coordinates with graduate office staff to implement the Qualifying Exam (QE), including scheduling oral presentations and collecting feedback from committee members to share with students. Complete assignments as required by Graduate Academic Advisor as well as Graduate Program Coordinators. Additional duties as assigned by Graduate Academic Advisor.
  Expected Salary:	$18.00-$20.00/hr; commensurate with qualifications and experience
  Required Qualifications:	High school diploma or equivalent and two years of relevant experience.
  Preferred:	Capable of focused individual work as well as extensive teamwork. Comfortable in interacting with students and other department stakeholders (parents, alumni, advisory board). Ability to meet task deadlines. Proficiency in Microsoft Office software, including Word, Excel and PowerPoint. Experience with Canvas and Student Information Systems.
  Special Instructions to Applicants:	In order to be considered for this position, you 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:	No

• About the company

  The University of Florida is a public land-grant research university in Gainesville, Florida.

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