Undergraduate Program Assistant

Job Description

The Undergraduate Program Assistant supports the administration and daily operations of the department's undergraduate program and departmental business activities. This position collaborates with faculty, students, and university partners to coordinate academic processes, maintain student and program records, support HR and payroll functions, assist with purchasing activities, and contribute to departmental events and initiatives. The role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple deadlines while following university policies and procedures.

Academic Program Administration

• Coordinate undergraduate admissions paperwork, application processing, and file tracking in partnership with the Undergraduate Coordinator.
• Assist undergraduate students with registration, independent study setup, general policy questions, and related academic paperwork.
• Coordinate grade submission processes, change-of-grade forms, post-add/drop requests, classroom assignments, ad hoc room scheduling, and independent study/research course sections.
• Support undergraduate program web page updates, program templates, course effort data, and backup preparation for FAR and effort reporting.
• Assist with planning and execution of departmental events, including receptions, open houses, holiday parties, and recruitment weekends.

Human Resources and Payroll Support

• Process OPS and STAS appointments, onboarding paperwork, UFID creation, Person of Interest ePAFs, and directory affiliations.
• Coordinate departmental payroll processing, including distribution entry and tracking, preliminary and final paylist review, and payroll adjustments.
• Support time reporting and approval processes for faculty and student employees.
• Assist search committees with search paperwork and candidate visit coordination.

Financial Administration

• Coordinate vendor applications, requisitions, purchase orders, software purchases and renewals, and P-Card transactions.
• Support purchasing for faculty and students, including subscriptions, professional memberships, fees, service items, and independent contractors.