Updated: 7 months ago
Location: Gainesville, FLORIDA
Job Type: FullTime
Deadline: 31 Mar 2017

Classification Title:

Academic Assistant II

Job Description:

Responsible for all aspects of coordinating the student programs for the Department. Assist applicants and students with questions, forms, registration, etc. Coordinate student registration for Department controlled courses and elective courses controlled by other departments. Assist with procurement of course-related materials (e.g., textbooks, reprints). Complete course textbook registration. Ensure syllabi are completed on a timely basis. Assist faculty in managing Canvas files. Provide students with general information about course and program requirements. Triage inquiries to appropriate respondents.  Mail out materials and refer prospective students to website locations as needed.  Participate in student recruitment activities. Act as note taker and Coordinator for the Curriculum Committee. Help with the advertisement for student applications. Maintain deadline calendar and ensure faculty are keeping all deadlines related to their classes. Obtain classrooms for each class; develop matrix of all courses, their times and days of the week to ensure minimal to no overlap of our PhD and Master level programs. Handle all scheduling of any committee related to the Programs, such as Curriculum, Admissions, faculty meetings, etc. Assist with and prompt faculty to complete UCC1 and UCC2 forms for new and revised courses. Ensure the proper format of course materials. Schedule orientations, holiday gatherings involving students, and any other meetings involving students. Set up classrooms with a/v equipment and any other equipment needed.

Manage online admission applications, compose and sign routine correspondence pertaining to admissions and advisement. Access and manage academic student system documents (GIMS, Student Admin). Maintain student database from the beginning of the course; manage all student files for the MPH Epi concentration program, MS in Epi program, other MS programs, PhD in Epi program, and certificate programs. 

Enter and maintain all departmental instructional data in AAR System. Ensure that data is entered timely and correctly. Aid Business Manager in effort planning and certification to ensure that faculty members' teaching assignments are being met. Correct any errors in AAR system to allow proper effort allocations and certification.

Assist with graduate students' new appointment and reappointment stipend letters. Ensure that letter details are correct and that signatures are obtained in a timely manner. Help Business Manager in reviewing letters of appointment details in Peoplesoft. Work with faculty members to guarantee funding for graduate students. Work with faculty members and Business Manager to resolve any funding or related issues.

Serve as primary liaison for the Department for all academic matters. Greet, assist or refer visitors and students, as appropriate. Route calls, take messages, triage routine requests, make appointments as needed, etc.

Assist PhD Program Director, Business Manager, and Chair's Assistant with miscellaneous duties such as following up on invoice payments, routing documents for signature, arranging relevant meetings, setting up and maintaining conference room usage, maintaining office supply inventory and copy room, distributing mail, etc.

Assist with website articles, photos and auditing content periodically for accuracy and updated information.

Advertised Salary:

$15.80 - $18.68/hour, negotiable, based on education, skills, and experience. 

Minimum Requirements:

High school diploma and three years of relevant experience.

Preferred Qualifications:

Previous experience working with students, faculty or project coordination.

Excellent communication, organizational, and computer skills (including the MS Office Suite).

Experience with Web navigation tools and programs.

Must be able to work independently, maintain confidentiality, and exercise good judgment at all times.

Experience working in a research or academic setting desirable.

Willingness and ability to learn new tasks.

High level of attention to detail essential.

Must be able to interact with faculty, staff, and visitors – in person, via written communications, and on the telephone – with a high degree of professionalism.

Special Instructions to Applicants:

Please submit a resume, cover letter, and list of references.

Application must be submitted by 11:55 p.m. (EDT) of the posting end date.
This is a time-limited position. This requisition has been reposted. Previous applicants do not need to reapply.

The University of Florida is an equal opportunity institution dedicated to building a broadly diverse and inclusive faculty and staff. Hiring is contingent upon eligibility to work in the US. Searches are conducted in accordance with Florida's Sunshine Law.

Health Assessment Required: No

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