Updated: 4 months ago
Location: Gainesville, FLORIDA
Deadline: 13 Jun 2017

Classification Title:

Academic Advisor II

Job Description:

Academic Record-Keeping, Report Generation, and Compliance

Shapes/inputs fall, spring, and summer MSE/NE Schedule of Courses under directions of MSE Administration; maintains database of faculty teaching preferences and room requests in a 5-year cycle; provides ad hoc data for individual faculty service requests; manages faculty course evaluation cycle each semester.

Maintains academic e-records of undergraduate and graduate student course work, student conduct, student wellness, scholarships/fellowships, achievement awards, curriculum, supervisory committees, admission to candidacy, MS final exam forms, degree certification, exit interviews, honors, Deans' list, and class rankings. Develops and maintains online services to facilitate MSE/NE grad proposal/final defenses as well as faculty approvals. Responsible for electronic submission of new courses and changed courses through UF curriculum approval system; responsible for preparation and tracking of purchase orders and P-Card charges related to MSE Academic Service Office expenditures. Coordinates, schedules, and budgets many departmental social functions including new grad orientation, semester "welcome back" events, and cyclical graduate recruiting activities.

Maintains all academic hardcopy and e-files for preliminary and final COE degree certification lists; assembles MSE/NE grad and undergrad academic petitions and documents student audits with committee decisions; responsible for submission of undergraduate scholarship list and University Scholars applicants to College of Engineering (COE); compiles requisite hardcopy documents (including SLO's) for graduate candidacy exams and final exams for MSE/NE graduate students.

Student Advisement and Professional Development

Incumbent is assigned to the Department's Academic Services Office collaborating with an Academic Advisor III and an Academic Program Specialist I to provide advising and program support for the MSE/NE graduate and undergraduate level programs. This position requires independent action, unsupervised decision-making and the ability to assume responsibility as an Academic Advisor for the MSE Department. Responsibilities require the technical ability to administer and execute the department's advising and professional development programs.

Responsible for academic advisement of all graduate and undergraduate MSE/NE students classified 2-9 EG, including academic planning/processing for undergraduate transient and transfer students. Prepares printed and e-materials to facilitate student self-advisement through updates of catalogs, handbooks, brochures, and forms; authorizes MSE/NE students with ISIS on-line permissions/registration via office or e-advising; maintains accurate registration for all MSE/NE courses; dissemination of  current schedule of courses to faculty and students; audits student files to maintain SASS protocols for all students; reviews MSE/NE undergrad dual degree, minor, and internship applications; conducts hours-to-degree interviews with students.

Coordinates communication, compliance, and awarding of MSE/NE undergraduate/graduate scholarships at both the departmental and college level. Processes annually the Research Experience in Materials (REM) and Research in Nuclear (RENE) scholarships. Promotes external funding opportunities for MSE/NE students through scholarship/fellowship programs such as LAC, NUPOC, NSF, DOE, DOD, NASA, VEF, CSC, Fulbright and provides documentation of satisfactory academic progression as requested by the student. Processes all graduate student petitions for funding deferrals related to internships or accommodation related to concurrent external awards.

Advises students with internship, co-op, and study-abroad applications and international graduate students in obtaining visas and CPT/OPT permits for both study and work. Assist students in the development and maintenance of e-portfolios for professional/graduate school applications and employment opportunities.

Serves as primary liaison with COE's Engineering Distance Learning for Graduate Education (EDGE) office to coordinate advising and registration for the department's domestic/international distance learning degree-seeking or certificate seeking students.

Oversees the deployment of Student Support Services social media accounts via Facebook and Twitter. Supervises the OPS staff assisting with timely/fresh content/contact with MSE/NE students and the integration of MSE/NE social media with the MSE/NE websites.

Student Admissions and Recruitment

Works closely with the Academic Specialist I, department faculty, and staff responsible for graduate student recruitment to assist in identifying potential applicants, coordinating campus visits, scheduling faculty interviews, providing academic transition advising to prospects, and managing the MSE/NE departmental social events associated with the annual COE Recruiting Weekend.

Expedites the processing of graduate admissions/change of degree requests with dissemination of admission, funding, and program letters. Handles undergraduate correspondence, telephone calls and mail, and meets with visitors, in response to inquiries from enrolled and prospective students concerning all MSE/NE academic programs of study. Responsible for directing MSE/NE graduate and undergraduate students in applying for and obtaining fellowships and scholarships from the COE, UF, and external sources.

Other duties, as assigned
Advertised Salary:

$35,000.00 - $45,000.00 - Commensurate with qualifications and experience 

Minimum Requirements:

Master's degree in education, counseling, or an academic field directly related to the advisor's area of responsibility and one year of relevant experience; or a bachelor's degree in education, counseling, or an academic field directly related to the advisor's area of responsibility and two years of relevant experience.

Preferred Qualifications:

Experience in advising and counseling students at the graduate and undergraduate level preferred.

Experience in developing and maintaining electronic databases preferred.

Working knowledge of UF policies and procedures to facilitate recruitment and student counseling preferred.

Excellent communication and interpersonal skills required.
Special Instructions to Applicants:

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


This requisition has been reposted. Previous applicants are still under consideration and need not apply.

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

Health Assessment Required: No


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