Academic Assistant I/II

Academic Assistant I/II

Job No: 535931
Work Type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: - EG-MECHANICAL / AEROSPACE ENG

Job Description

Classification Title:

Academic Assistant I/II

Classification Minimum Requirements:

High school diploma or equivalent and two years of relevant experience.

Job Description:

The department of Mechanical & Aerospace Engineering is seeking an Academic Assistant I or II to join the department's Undergraduate Student Services Office. This position supports the academic advising team by performing administrative tasks, answering general student questions, and greeting visitors in the office. This position coordinates course scheduling with the Associate Department Chair and uses the UF Course & Room Scheduling system. This position serves as the initial contact for undergraduate Mechanical and Aerospace Engineering students that need to meet with an academic advisor.

Course Scheduling Coordinator

• Interact with Associate Dept. Chair for Academic Programs to schedule courses and rooms for department. (This requires using the Course & Room Scheduling system at UF.)
• Manage student services copy of schedule (e.g. local Excel file).
• Update schedule, classrooms, and course seat caps as necessary.
• Project schedule as necessary for future terms and work on multiple terms simultaneously.
• Support collection and presentation of data related to course demands for upcoming term.
• Be primary contact with Registrar to schedule classrooms for courses and during term exams. (Also serve as During-Term Exam Coordinator.)

Student Services Reception

• Greet students and manage traffic flow, including screening questions regarding appointment scheduling, general policies, and academic deadlines.
• Manage all incoming telephone calls for the student services main line and transfer calls as appropriate to academic advisors and MAE personnel.
• Address general inquiries in the shared email inbox.
• Coordinate with supervisor when other duties conflict with or prevent reception duties.

Student Records

• Be Special Credits Manager: enter grades for independent study, undergraduate thesis, research, internship courses for undergraduate students. Manage enrollment and records for independent study, undergraduate thesis, research, internship courses for undergraduate students.
• Maintain Student Records: each student has a dedicated share drive folder. Petitions, contracts, and enrollment requests should be archived here.
• Archive other academic records, such as exit surveys and scholarship applications, in the share drive.

Office/Administrative Services/Roles

• Be Department Grading Coordinator: oversee faculty grading access and entering of grades; oversee and approve change of grade requests submitted by faculty in the student information system.
• Be Gator Evals Coordinator: manage course evaluation system and publish evaluations for each course section.
• Be Syllabus Coordinator: collect syllabi from faculty and publish on department website.
• Be Academic Activity Report Coordinator: Enter data for the Academic Activity Report for Graduate and Undergraduate Student Services units each semester.

Other assigned duties.

Expected Salary:

Level I: $18.00-$20.00/hr; Level II: $20.00-22.00/hr; commensurate with qualifications and experience

Required Qualifications:

High school diploma or equivalent and two years of relevant experience.

Preferred:

• At least two years of experience in working in an office-type environment using computers, web browsers, email, file managers, and modern software programs, like Microsoft Office, Adobe Acrobat.
• Experience with UF Course & Room Scheduling system.
• Experience as a Program Assistant, Faculty Assistant, or Academic Assistant.
• Comfortable working in a team environment and interacting with a high volume of students.

Special Instructions to Applicants:

In order to be considered for this position, you must upload a cover letter that includes specific details addressing how you meet minimum and preferred qualifications and, resume with application.

This is an in-person position with the possibility of consideration for one remote workday per week upon successful completion of the probationary period.

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: 11 Jun 2025

To apply, visit

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 (TDD) or visit Accessibility at UF.

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