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Job no:
537398 Work type:
Staff 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. Job Description: The College of the Arts invites applications for the Graduate Studies Assistant (Academic Assistant III) position in the Dean’s office. This position provides advanced administrative support for the college’s graduate programs, managing graduate student processes from admission through graduation, ensuring accurate records, efficient workflow, and clear communication among students, faculty, and university offices. The role requires a detailed understanding of graduate academic policies and the ability to use technology to streamline procedures and maintain data integrity. The assistant works closely with Senior Associate, Graduate Studies, as well as unit graduate coordinators, directors of graduate study, the UF Graduate School, UF Admissions, and the Registrar’s Office to support both campus and distance-learning programs. The University of Florida College of the Arts intends to be a transformative community, responding to and generating foundational shifts in the arts and beyond. As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. Duties and Responsibilities
Recruitment and Admissions – Guide prospective students through the application process, manage the systems where admission materials are submitted by students and viewed by faculty (SlideRoom and Slate), organize application materials for committee review, track applicant data, and follow up with matriculated students for final, official transcripts to complete admission. Assists with creating 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. Ensure accurate completion of all graduation requirements. Graduate Assistant Appointments – Process hires, letters of appointment, tuition waivers, and job edits for graduate assistants and fellows, ensuring timely and accurate documentation each semester. General Support – Assist with college welcome events, graduate orientations, commencement activities, and special projects; serve as a resource for policy questions and a backup for registration and admissions processing. Compensation: $22.98-$23.95 hourly with a comprehensive and competitive benefits package. Required 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 various steps, and closing the project/task with recommendations for future efforts. Able to critique own work, ensure accuracy, follow timelines, and surmount delays or obstacles. Experience supporting a wide-ranging client/student population and fostering a welcoming environment. Demonstrated ability to learn new processes and technologies, reference and use the Graduate Catalog, Graduate Student Handbooks, and Graduate Policy Manual to apply policies and offer guidance. Manage multiple projects, meet deadlines, and coordinate work across units. Proficiency with systems such as Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, DocuSign, Qualtrics, and Google Forms. Participates and seeks regular training for proficiency and expertise. Skilled in timely and accurate data-entry, and proactive with checking work and understanding its significance and application. Evidence and skill in composing professional, clear, and approachable written communications and editing and proofreading. The University of Florida is an equal opportunity institution.
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Job no:
537398 Work type:
Staff 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. Job Description: The College of the Arts invites applications for the Graduate Studies Assistant (Academic Assistant III) position in the Dean’s office. This position provides advanced administrative support for the college’s graduate programs, managing graduate student processes from admission through graduation, ensuring accurate records, efficient workflow, and clear communication among students, faculty, and university offices. The role requires a detailed understanding of graduate academic policies and the ability to use technology to streamline procedures and maintain data integrity. The assistant works closely with Senior Associate, Graduate Studies, as well as unit graduate coordinators, directors of graduate study, the UF Graduate School, UF Admissions, and the Registrar’s Office to support both campus and distance-learning programs. The University of Florida College of the Arts intends to be a transformative community, responding to and generating foundational shifts in the arts and beyond. As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. Duties and Responsibilities
Recruitment and Admissions – Guide prospective students through the application process, manage the systems where admission materials are submitted by students and viewed by faculty (SlideRoom and Slate), organize application materials for committee review, track applicant data, and follow up with matriculated students for final, official transcripts to complete admission. Assists with creating 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. Ensure accurate completion of all graduation requirements. Graduate Assistant Appointments – Process hires, letters of appointment, tuition waivers, and job edits for graduate assistants and fellows, ensuring timely and accurate documentation each semester. General Support – Assist with college welcome events, graduate orientations, commencement activities, and special projects; serve as a resource for policy questions and a backup for registration and admissions processing. Compensation: $22.98-$23.95 hourly with a comprehensive and competitive benefits package. Required 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 various steps, and closing the project/task with recommendations for future efforts. Able to critique own work, ensure accuracy, follow timelines, and surmount delays or obstacles. Experience supporting a wide-ranging client/student population and fostering a welcoming environment. Demonstrated ability to learn new processes and technologies, reference and use the Graduate Catalog, Graduate Student Handbooks, and Graduate Policy Manual to apply policies and offer guidance. Manage multiple projects, meet deadlines, and coordinate work across units. Proficiency with systems such as Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, DocuSign, Qualtrics, and Google Forms. Participates and seeks regular training for proficiency and expertise. Skilled in timely and accurate data-entry, and proactive with checking work and understanding its significance and application. Evidence and skill in composing professional, clear, and approachable written communications and editing and proofreading. The University of Florida is an equal opportunity institution.
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