| Job Description: | Academic Administration - Coordinates development and maintenance of the department's course schedule across its language and academic programs, including collecting instructional information, entering and reviewing scheduling data, coordinating changes, and resolving scheduling discrepancies.
- Serves as a departmental resource to faculty and program coordinators regarding established course scheduling, registration, grading, and instructional administration processes.
- Coordinates registration activities across department programs, including enrollment requests, waiting lists, controlled enrollment, drop/add activity, and resolution of registration issues within established guidelines.
- Coordinates administrative processes for individual work, research, thesis, dissertation, and other specialized course sections, ensuring appropriate enrollment and grading information is maintained.
- Reviews academic and instructional records for completeness and accuracy and resolves discrepancies with faculty, students, program coordinators, and appropriate university offices.
- Coordinates faculty teaching certification and instructional reporting processes, including Grade-A-Gator and other required academic reporting.
- Tracks academic deadlines and communicates requirements to faculty, teaching assistants, adjunct instructors, program coordinators, and students as appropriate.
- Processes and maintains academic documentation, including grade changes, incomplete grade contracts, registration documentation, and other student academic records.
- Coordinates textbook and instructional material adoption processes across departmental programs and assists with documentation related to course materials and supply fees.
- Compiles, reviews, and maintains course, enrollment, instructional, and related academic data for departmental reporting, planning, and decision-making.
- Identifies recurring academic administrative issues and recommends improvements to departmental processes, records, and workflows.
Graduate Administration - Coordinates administrative support for the department's graduate programs in collaboration with graduate coordinators, faculty leadership, and department administration.
- Coordinates graduate admissions processes, including organizing and reviewing application materials for completeness, maintaining applicant records, communicating with applicants, and facilitating materials for faculty review.
- Maintains graduate student records and monitors administrative milestones, documentation requirements, and deadlines.
- Serves as an administrative resource for prospective and current graduate students regarding established departmental and university processes and requirements.
- Coordinates with faculty, students, and university offices to resolve graduate registration, records, admissions, and other administrative issues.
- Tracks graduate program activities and deadlines and follows up with students and faculty regarding outstanding administrative requirements.
- Compiles admissions, enrollment, student status, and other graduate program data for departmental use and reporting.
- Assists graduate program leadership with development and maintenance of program materials, instructions, forms, and administrative resources.
Program Coordination - Provides advanced administrative support to department leadership, faculty, and program coordinators across the department's multiple language and academic areas.
- Coordinates recurring departmental academic processes requiring information or action from multiple programs and ensures required materials are completed and submitted by established deadlines.
- Assists with preparation and maintenance of faculty instructional assignment information and other academic activity records.
- Coordinates routine appointment, reappointment, and related documentation for teaching assistants, adjunct instructors, student assistants, and other assigned temporary personnel in coordination with department administration and appropriate college offices.
- Maintains departmental administrative records and develops tracking systems to support accurate and timely completion of recurring activities.
- Coordinates departmental key and equipment records and the issuance and return of assigned departmental property.
- Initiates routine facilities, technology, purchasing, and service requests and coordinates with the appropriate college or university office through completion.
- Provides day-to-day direction and work coordination to assigned student assistants.
- Serves as a resource to faculty and staff regarding established departmental administrative practices and assists in resolving operational issues within assigned areas.
Fiscal Support - Coordinates travel arrangements and related administrative processes for faculty, students, candidates, guest speakers, and departmental visitors through UF GO.
- Prepares and reviews travel authorizations, expense reports, and supporting documentation for completeness, accuracy, and compliance before routing for processing.
- Reviews assigned PCard transactions and supporting documentation and ensures transactions are submitted through established processes within required timelines.
- Prepares purchasing, invoice, reimbursement, and service requests and maintains appropriate supporting records.
- Monitors assigned transactions and expenditures and assists department administration with routine fiscal tracking and reporting.
- Works with Shared Services and other university offices to research and resolve discrepancies involving assigned travel, purchasing, reimbursement, or other fiscal transactions.
- Advises faculty, students, and other departmental constituents on established procedures for routine travel and purchasing activities.
Events and Communications - Coordinates administrative and logistical arrangements for departmental lectures, conferences, receptions, meetings, awards activities, and other academic events.
- Coordinates room reservations, event materials, routine purchasing, guest arrangements, and other event logistics.
- Maintains assigned departmental website content, directories, digital displays, and informational materials.
- Prepares and distributes departmental announcements, correspondence, instructional information, and other communications.
- Serves as a departmental contact for students, faculty, visitors, and other constituents and directs inquiries requiring specialized assistance to the appropriate resource.
|
|---|
| Preferred: | - Experience providing academic or administrative support in a higher education environment.
- Experience coordinating complex academic processes involving multiple programs, faculty, or student populations.
- Experience with course scheduling, registration, student records, graduate program administration, or instructional support.
- Familiarity with UF systems such as PeopleSoft, ONE.UF, UF GO, myUFL, Grade-A-Gator, or comparable higher education administrative systems.
- Knowledge of university policies and procedures related to academic administration, student records, travel, purchasing, and administrative operations.
- Strong organizational skills and demonstrated ability to coordinate multiple processes, priorities, and deadlines simultaneously.
- Strong written and verbal communication skills and the ability to work effectively with faculty, staff, students, and university offices.
- Demonstrated ability to analyze administrative issues, identify appropriate solutions within established guidelines, and recognize matters requiring escalation.
- Ability to review detailed records and information for accuracy and maintain organized documentation.
|
|---|