Academic Program Specialist I

Job Description

This position has the title of Program Coordinator for Graduate Recruiting and Undergraduate Research and serves as program coordinator and assistant to the Director and Assistant Director of Graduate Recruiting and Undergraduate Research at the Herbert Wertheim College of Engineering. Works with staff, current and prospective students, College and University administration, and University vendors. Coordinates and assists with matters including, but not limited to, graduate student recruiting, admissions, records, undergraduate research, fiscal management, and website/social media management. Exercises independent judgment and decision-making, and communicates effectively verbally and in writing. Handles confidential files and communications with discretion. Uses high level of attention to detail.

Working hours for this position are typically Monday - Friday from 8:00 am - 5:00 pm, but does require flexibility for evening, weekend and/or holiday work for major recruiting events. May require out of state and overnight travel.

Event Planning/Graduate Recruiting

• Organizes catering, swag/info packets, current student volunteers, travel assistance, housing accommodations, etc. for graduate recruitment events
• Serves as primary contact between UF vendors for collaboration with all HWCOE recruiting events and programs
• Manages room reservations for all graduate recruiting and Engineering Graduate Student Council events
• Coordinates prospective and admitted student webinars via Zoom
• Handles all aspects of travel arrangements for prospective graduate student travel (e.g., hotel liaison, charter bussing, airport shuttle arrangements, reimbursement processing)
• Manages the Lunch & Lab with a Graduate Student program
• Serves as the primary contact for UF Housing for all graduate recruiting events

Marketing/Website/Digital Support

• Manages annual updates to event signage, swag ordering, recruitment display materials, various graduate recruiting event advertising
• Manages all HWCOE Office of Graduate Recruiting websites (Graduate Student Affairs, SURF-REU Program, ENGINE), including new page creation, content creation (e.g., text, videos, online forms, pictures, galleries, etc. in coordination with the Director/Assistant Director and HWCOE Marketing & Communications team)
• Responsible for creating and implementing a social media plan for HWCOE Office of Graduate Recruiting
• Manages office digital signage (LED TV display near main office) geared toward current UF students

Fiscal Assistance

• Reconciles all financial transactions for HWCOE Office of Graduate Recruiting (receipt/invoice collection, p-card, UFGO, Concur)
• Maintains accurate and organized files/spreadsheets for receipts, invoices, purchase orders, etc.

Administrative Support/Other

• Provides calendar/schedule support for Director/Assistant Director as needed
• Maintains office supplies for Office of Graduate Recruiting
• Responds promptly and appropriately to email inquiries
• Performs related work as assigned and assists in the efficient operation of the office per the Associate Dean/Director/Assistant Director