• Job Description

  Req#: 528699

  Classification Title:	Academic Assistant II
  Job Description:	The Department of Biology is seeking an Academic Assistant II that will handle the undergraduate academic responsibilities and works closely with the Undergraduate Coordinator. The Academic Assistant II supports the administrative activities of the Biology Major Office, which serves over 2,599 students. This cross-college office manages the undergraduate biology major that is shared between the College of Liberal Arts and Sciences (CLAS) and the College of Agricultural and Life Sciences (CALS). The Academic Assistant II works with the biology major undergraduate coordinator (UGC), Biology Undergraduate Advisors, Director, and the Biology Major Executive Committee to advance the major by coordinating inter-college activities, providing database management, scheduling committee meetings, and working with CALS and CLAS students in identifying appropriate college academic resources. The Academic Assistant II interacts with undergraduate advisors, the Office of the University Registrar (OUR), Division of Sponsored Research (DSR), Student Financial Affairs (SFA), both CLAS and CALS Dean’s offices, and other administrative offices. The Academic Assistant II works independently and makes important decisions affecting undergraduate students in the major and will be located in the Biology Major Office in Bartram Hall. Duties and responsibilities include, but are not limited to: ACADEMIC Work with the Undergraduate Coordinator for the Biology Major, Director, and Biology Major Executive Committee in the administration of the Biology Major Program, including scheduling and supporting committee meetings, and creating and maintaining files and forms relevant to the administration of the major. Basic assistance with student advising. Helping current students and prospective students/parents understand their degree requirements. Review biology major coursework plans and forms like addition of a major for feedback on missing items or courses to ensure they are complete for UGC review and signing. Manage the course waitlists for undergraduate biology courses and labs. Input class and course permissions for students where needed. Assist students with registration for large undergraduate courses, labs, and departmentally controlled courses. Maintain records of undergraduate biology majors (e.g., graduation numbers and participation in undergraduate research). Process student-initiated drop/add requests. Assisting students with questions about registrations, substitutions or exceptions, and providing feedback via advising comments. Reviewing, editing and keeping up to date catalog copy and the biology major website when changes arise. Perform other duties as requested by the Undergraduate Coordinator. Assist students in identifying appropriate advising resources within CALS and CLAS, and in completing and submitting necessary forms and applications. Coordinate and maintain records of departmental instructional activities including but not limited to grade change forms and incomplete research grade contracts. Assist with research registration and manage the communications with the seniors concerning their theses, and the collection and dissemination of the Honors proposals and theses. Gather and input grades for the biology research courses to ensure on-time submission. ADMINISTRATIVE Create and maintain Biology Major bulletin board and other duties as assigned by the Director and Assistant Director. Coordinate scheduling and administration of cross-college courses offered through the office including the semester of immersion courses every even year. Assist students with MFT test registration and related assistance. Assist Teaching Laboratory Specialist with course Material and Lab fees. Manage office scheduling and communications, including phone, email, and mail inquiries, and supervise undergraduate student assistants. Assist in preparation of grant application materials and academic/research reports for submission to various organizations. GENERAL DUTIES AND RECEPTION: Front-line personnel to serve as the public contact for the office. Greet visitors, students, and faculty. Answer phones, and route inquiries to the proper destination by e-mail, mail, and/or in person. Responsible for assisting with incoming and outgoing mail distribution and assisting other staff as needed. Photocopying, scanning, faxing, and other duties as assigned by Office Manager, Undergraduate Coordinator, Chair, or Associate Chair. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, and 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs including magnet schools and an international baccalaureate program. UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked the 5th best public university in the United States by US News and World Report in 2021 with exceptional research, teaching, and a university-wide commitment to diversity. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, and 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs including magnet schools and an international baccalaureate program. The City of Gainesville Gainesville is a vibrant city with a low cost of living, diverse population, excellent public schools, Division I NCAA sports, and no state income tax. The area is known for its nature parks, bike trails, sporting events, museums, mild winters, and warm summers. Being centrally located makes Gainesville easily situated for day trip to beautiful beaches along the Atlantic Ocean and Gulf of Mexico, and to theme parks including Disney World, and other cities include Orlando, Jacksonville, and Tampa. Learn more about what Gainesville has to offer at Visit Gainesville.
  Expected Salary:	The salary range is $18.00 - $20.00 per hour, commensurate with qualifications and experience. This position is eligible for great benefits, including health, dental, and vision insurance plans, retirement plans, and paid time off. Employment Benefits include: Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families, and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more. Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan. Leave: UF staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts.
  Minimum Requirements:	High school diploma or equivalent and three years of relevant experience.
  Preferred Qualifications:	EXPERIENCE: PeopleSoft experience Microsoft Office experience (Excel, Word, etc.) Knowledge of University procedures and policies The incumbent must convey a professional attitude and can establish and maintain effective working relationships with faculty, administrative staff, and other campus units. Must have knowledge of the rules, regulations, and procedures of registration, TA assignments, and course scheduling. The incumbent must have excellent oral and written communication skills, people-management skills, and knowledge of proper management procedures, and must understand and promote excellent customer service. The incumbent must be capable of multi-tasking, prioritizing, thinking quickly and accurately, attending to detail, learning new tasks and procedures, working independently, understanding information, and using good judgment. The incumbent must be comfortable with dealing with a diverse population. The person must be diplomatic and tactful and be able to deal with confidential situations and provide resolutions.
  Special Instructions to Applicants:	To be considered, you must 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.

• About the company

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

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