Academic Assistant II
Job No: 541281
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 19050000 - EG-ELECTRICAL - COMPUTER ENG
Job Description
Classification Title:
Academic Assistant II
Classification Minimum Requirements:
High school diploma or equivalent and three years of relevant experience.
Job Description:
Academic Advising and Student Services Support: Responds independently to undergraduate advising emails and general student inquiries. Assist students with basic advising questions and departmental procedures. Reviews and clears advising registration holds in accordance with departmental and university policies. Maintains accurate advising documentation and advising notes within university systems. Assists with presentations for Preview, student orientations, information sessions, and departmental events. Maintains confidentiality of student academic records while complying with FERPA regulations.
Academic Operations, Process Automation, and Records Management: Maintains and updates the ECE Undergraduate Canvas page with announcements, advising resources, deadlines, forms, and registration information. Coordinates departmental scholarship processes, including preparation, distribution, and tracking of scholarship award letters and thank-you letters. Develops, updates, and maintains automated forms, workflows, templates, and electronic documents using university-supported technologies. Creates and maintains automated processes to improve the efficiency of advising communications, registration hold clearance, document routing, scholarship administration, and student record management. Assists in evaluating office procedures and recommends process improvements to streamline operations and enhance customer service. Maintains student records related to advising, enrollment, and scholarships and supports academic reporting and student communications.
Scheduling and Administrative Coordination: Assists in developing and maintaining semester scheduling matrices for departmental course offerings. Coordinates and maintains the Academic Support Services Manager's schedule, including calendar, meetings, appointments, committee schedules, and deadlines. Assists with classroom scheduling logistics, faculty scheduling requests, and departmental scheduling projects. Prepares reports, spreadsheets, dashboards, automated tracking documents, and standardized departmental documentation supporting academic operations.
Office Operations: Serves as backup receptionist when needed. Assists with departmental events, orientations, scholarship ceremonies, recruiting events, and special projects. Coordinates meeting logistics and provides administrative support to departmental committees.
Other Duties: Performs other related duties as assigned by the Academic Support Services Manager.
Expected Salary:
$22.00-$25.00 per hour; commensurate with education and experience
Required Qualifications:
High school diploma or equivalent and three years of relevant experience.
Preferred:
Working knowledge of UF policies and procedures to facilitate admissions and student advisement.
Experience providing academic advising support in a higher education environment and knowledge of undergraduate registration procedures and degree requirements.
Experience with Student Admin, Campus Solutions, WordPress, Canvas, TEAMS, and Salesforce platforms.
Experience developing and maintaining electronic forms, automated workflows, templates, tracking tools, and document management processes using Qualtrics, DocuSign, Microsoft 365 applications, Adobe Acrobat, and similar university-supported technologies.
Ability to analyze administrative processes and recommend workflow improvements.
Ability to maintain confidential or sensitive information and exercise sound judgment when handling student records.
Ability to prioritize and manage multiple tasks and projects independently.
Excellent verbal and written communication and interpersonal skills.
Must have working knowledge of Microsoft Excel, DocuSign, Qualtrics, and Adobe Acrobat.
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
Applications Close: 23 September 2026
To apply, visit https://explore.jobs.ufl.edu/en-us/job/541281
Our Commitment:
The University of Florida is an Equal Employment Opportunity Employer.
Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
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