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Academic Assistant II

Work type: Staff Full-Time

Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Veteran's Preference Eligible

Department: 16520000 - LS-CLAS ACADEMIC ADVISING

Classification Title:

Academic Assistant II

Classification Minimum Requirements:

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

Job Description:

This position is responsible for a range of administrative and programmatic duties that support the operations of the Academic Advising Center. Work is performed under general supervision and requires strong organizational skills, attention to detail, and the ability to manage recurring tasks as well as time-sensitive projects. The position supports the Director, advising staff, and campus partners by coordinating meetings, managing communications, maintaining records, and assisting with large-scale student services events.

Executive Support

+ Manages the Director’s calendar and schedules meetings with internal and external stakeholders.

+ Coordinates CLAS Curriculum Committee and Undergraduate Coordinator (UGC) meetings: sets calendars, manages listservs, maintains Teams groups, distributes recordings and materials.

+ Assists with college-wide communications including the weekly “News and Notes” newsletter.

+ Provides administrative support for AAC events and donor communications.

+ Assists with tenure and promotion documentation and other special projects.

Student Recognition and Committee Coordination

+ Oversees the Dean’s List program: monitors inquiries, verifies eligibility using UFIT reporting tools, updates internal databases, and coordinates certificate distribution.

+ Provides communication support for the Dean’s List inbox and responses to students, parents, and campus partners.

+ Assists with logistics and communications for AAC-related events, such as Convocation.

Event Support

+ Coordinates room reservations in Farrior Hall, manages shared calendars, and ensures accurate scheduling for meetings, Preview sessions, and college events.

+ Assists with Preview orientation preparations, including scheduling, room setup, materials distribution, and advisor check-in.

Office Management

+ Provides front desk coverage (~10 hours/week), answering questions from students and visitors, scheduling advising appointments, and managing forms and handouts.

+ Participates in the front desk SIDA report rotation and general office communication needs.

+ Monitors and manages Salesforce cases: closes unresolved cases, updates records, merges duplicates, and assigns student contacts to appropriate staff.

+ Coordinates the weekly SIDA watchlist process by triaging submissions, assigning outreach responsibilities, and alerting the team of critical cases.

All other duties as assigned.

Expected Salary:

$19.00 - $21.00/hr

Required Qualifications:

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

Preferred:

+ + Proficiency in Microsoft Office (Outlook, Excel, Word, Teams)

+ Experience with UF systems such as PeopleSoft, Salesforce, and UFIT Student Quick View

+ Strong written and verbal communication skills

+ Familiarity with academic advising or student service environments

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

Health Assessment Required:No.

Advertised: 25 Jul 2025 Eastern Daylight Time

Applications close: 15 Aug 2025 Eastern Daylight Time