Inside Higher Ed
Overview
Be among the first 25 applicants. Job No: 537398. Work Type: Full Time. Location: Main Campus (Gainesville, FL). Categories: Academic Advising/Support, Communications/Public Relations/Marketing, Office/Administrative/Fiscal Support. Department: 13010100 - COTA-DEAN'S OFFICE-GEN ADMIN.
Classification Title:
Academic Assistant III.
Classification Minimum Requirements:
Bachelor’s degree; or an equivalent combination of education and experience.
Duties And Responsibilities The Graduate Studies Assistant coordinates many facets of graduate student administration, including:
Recruitment and Admissions – Guide prospective students through the application process, manage systems where admission materials are submitted (SlideRoom and Slate), organize materials for committee review, track applicant data, follow up with matriculated students for final transcripts, and assist with pre-orientation information.
Student Progress and Graduation – Maintain and update student records in GIMS/SIS, monitor academic progress, initiate transfer of credit reviews, assist with registration adjustments, prepare degree audits, qualifying exam documentation, and final exam packets for supervisory committees, ensuring completion of graduation requirements.
Graduate Assistant Appointments – Process hires, letters of appointment, tuition waivers, and job edits for graduate assistants and fellows, ensuring timely documentation.
General Support – Assist with college welcome events, graduate orientations, commencement activities, and special projects; serve as a resource for policy questions and provide backup for registration and admissions processing.
Salary Expected Salary: $22.98-$23.95 hourly with a comprehensive benefits package.
Qualifications Required Qualifications:
Bachelor’s degree or an equivalent combination of education and relevant experience.
Preferred Qualifications:
Bachelor’s degree plus two or more years of experience in higher-education administration.
Experience initiating a project/task, tracking steps, and closing with recommendations; ability to critique own work, follow timelines, and overcome obstacles.
Experience supporting a diverse client/student population and fostering a welcoming environment.
Ability to learn new processes and technologies; reference and apply policies from Graduate Catalog, Graduate Student Handbooks, and Graduate Policy Manual.
Ability to manage multiple projects, meet deadlines, and coordinate across units.
Proficiency with MS Office, Adobe Acrobat, DocuSign, Qualtrics, and Google Forms; commitment to ongoing training.
Strong data-entry accuracy and ability to check work for significance and application.
Professional written communication, editing, and proofreading skills.
Work Location and Schedule Located in Gainesville, FL at UF's Main Campus, Fine Arts A - Dean's Office. Typically Monday–Friday, 8:00 a.m.–5:00 p.m., with flexibility between 7:30 a.m.–6:00 p.m. and occasional overtime for events.
Application Process Applications must be submitted through the University of Florida’s online system. Required materials include:
A cover letter describing alignment with the position
A current resume
Contact information for three professional references
Veteran’s preference is available; if claimed, upload a copy of DD 214 Member Copy 4. The application deadline is 11:55 p.m. on October 23, 2025. A pre-employment criminal background check is required. Hiring is contingent upon eligibility to work in the U.S. UF provides various benefits and leave programs. For accommodations to apply, contact UF Human Resources.
Contact Inquiries may be sent to: Laura Robertson, Senior Associate, Graduate Studies, and Search Committee Chair, Academic Assistant III. Email: lrobertson@arts.ufl.edu
The University of Florida is an Equal Employment Opportunity Employer.
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Classification Title:
Academic Assistant III.
Classification Minimum Requirements:
Bachelor’s degree; or an equivalent combination of education and experience.
Duties And Responsibilities The Graduate Studies Assistant coordinates many facets of graduate student administration, including:
Recruitment and Admissions – Guide prospective students through the application process, manage systems where admission materials are submitted (SlideRoom and Slate), organize materials for committee review, track applicant data, follow up with matriculated students for final transcripts, and assist with pre-orientation information.
Student Progress and Graduation – Maintain and update student records in GIMS/SIS, monitor academic progress, initiate transfer of credit reviews, assist with registration adjustments, prepare degree audits, qualifying exam documentation, and final exam packets for supervisory committees, ensuring completion of graduation requirements.
Graduate Assistant Appointments – Process hires, letters of appointment, tuition waivers, and job edits for graduate assistants and fellows, ensuring timely documentation.
General Support – Assist with college welcome events, graduate orientations, commencement activities, and special projects; serve as a resource for policy questions and provide backup for registration and admissions processing.
Salary Expected Salary: $22.98-$23.95 hourly with a comprehensive benefits package.
Qualifications Required Qualifications:
Bachelor’s degree or an equivalent combination of education and relevant experience.
Preferred Qualifications:
Bachelor’s degree plus two or more years of experience in higher-education administration.
Experience initiating a project/task, tracking steps, and closing with recommendations; ability to critique own work, follow timelines, and overcome obstacles.
Experience supporting a diverse client/student population and fostering a welcoming environment.
Ability to learn new processes and technologies; reference and apply policies from Graduate Catalog, Graduate Student Handbooks, and Graduate Policy Manual.
Ability to manage multiple projects, meet deadlines, and coordinate across units.
Proficiency with MS Office, Adobe Acrobat, DocuSign, Qualtrics, and Google Forms; commitment to ongoing training.
Strong data-entry accuracy and ability to check work for significance and application.
Professional written communication, editing, and proofreading skills.
Work Location and Schedule Located in Gainesville, FL at UF's Main Campus, Fine Arts A - Dean's Office. Typically Monday–Friday, 8:00 a.m.–5:00 p.m., with flexibility between 7:30 a.m.–6:00 p.m. and occasional overtime for events.
Application Process Applications must be submitted through the University of Florida’s online system. Required materials include:
A cover letter describing alignment with the position
A current resume
Contact information for three professional references
Veteran’s preference is available; if claimed, upload a copy of DD 214 Member Copy 4. The application deadline is 11:55 p.m. on October 23, 2025. A pre-employment criminal background check is required. Hiring is contingent upon eligibility to work in the U.S. UF provides various benefits and leave programs. For accommodations to apply, contact UF Human Resources.
Contact Inquiries may be sent to: Laura Robertson, Senior Associate, Graduate Studies, and Search Committee Chair, Academic Assistant III. Email: lrobertson@arts.ufl.edu
The University of Florida is an Equal Employment Opportunity Employer.
#J-18808-Ljbffr