The Academic Assistant II provides comprehensive administrative support to the University Writing Program and the Writing Studio. This role is responsible for front desk operations, daily office tasks, and academic support activities. Key duties include course and classroom scheduling, data collection related to course delivery, student registration, coordination of special events and conferences, textbook orders, scheduling student tutorial appointments, and assisting in the coordination of tutors. Duties and responsibilities include, but are not limited to:
Academic Activities:
Schedule courses and classrooms each semester, manage course delivery data, and create scheduling spreadsheets for the director to assign instructors.
Coordinate with faculty on textbook adoptions, enter program information for the bookstore, and order/coordinate desk copies for new teaching assistants.
Register students, verify course enrollment caps, make course corrections, and manage waitlists as assigned by the Director.
Coordinate and maintain records of the unit’s instructional activities, including drop/add courses, student petitions, grade change forms, and incomplete grade contracts.
Track enrollment for the unit’s courses, screen students with prerequisite issues, and manage teacher observations, evaluations, and portfolios.
Set up GatorEvals each semester and enter grades in Grade-a-Gator by published deadlines.
Verify student UFID numbers, Gatorlink sign-ons, and email addresses via Identity Access Management in MyUFL.
Student Appointments and Tutor Coordination:
Coordinate student appointments to ensure tutors meet scheduled students and manage unscheduled walk-ins.
Facilitate and maintain adequate daily tutor staffing, reschedule appointments due to unexpected absences, and advise students on scheduling policies.
Edit and troubleshoot issues in TutorTrac and kiosk computers, working closely with the system administrator to resolve complex scheduling problems.
Coordinate with the system administrator to manually input information for specific groups of students, allowing them to schedule appointments.
Edit and print Writing Studio brochures.
Assist the Writing Studio Director in preparing materials for lectures and training sessions.
Administrative Duties:
Oversee daily office operations, including greeting visitors, answering calls, distributing mail, and maintaining the phone system and directory.
Maintain copiers, prepare instructor desk areas, report technical issues, and order office supplies via MyUFL market.
Submit work orders to Physical Plant Division (PPD) and Computing & Networking Services (CNS), manage storage assignments, and update the unit’s website.
Coordinate the checkout of unit laptops and act as a courier for deliveries/pick-ups.
Maintain and schedule users for the UWP Conference Room.
Serve as the main point of contact for all CLAS IT tickets and assist with Letters of Appointment and FTE verification for graduate assistants and adjuncts.
Serve as the notary for the unit.
Verify P-Card purchases made by the Administrative Specialist II and act as backup for program travel processing.
Assist with budgetary tasks and document preparation for budget meetings.
Organize participants for UWP Pedagogy Workshop, UWP Fall Orientation, and Fall/Spring Poster Conference.
Purchase necessary materials for annual events, type and assemble nametags and handouts, create logo artwork for signs, banners, conference badges, and handouts, and assemble and break down events.
Handle Undergraduate Research Journal submissions, organize them into a spreadsheet, and send all submittals to the Drop-box Editor. Coordinate with submitters and the editor as needed.
Set up and break down presentation easels and boards for the Conference for Undergrad Research poster presentations.
All other duties as assigned.
As the largest college on campus, the College of Liberal Arts and Sciences is charged with teaching the university’s core curriculum. We are home to the humanities, the social and behavioral sciences, and the physical, natural, and mathematical sciences.
Nearly every UF undergraduate takes at least one class in our college. However, educating tomorrow’s leaders is not the only task occupying our over 800 faculty.
The salary is $19.15 - $20 per hour, commensurate with qualifications and experience, and the compensation includes a full benefits package.
Benefits:
The University of Florida offers low-cost State Health plans and several Dental plans to fit your and your family’s needs and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.
Build your retirement roadmap with competitive pension plans, investment accounts, and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.
UF provides various leave programs, including vacation, sick leave, 10 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.
UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various business and retailers!
To see more, visit, benefits.hr.ufl.edu.
Experience with MyUFL modules including purchasing, travel, and TutorTrac scheduling program.
Successful completion of training in FERPA, P-Card Travel and Commodities, P-Card Approval and Reconciliation, What P-Card Holders Need to Know, Purchasing in myUF Marketplace, Travel and Expense, Course Scheduling, Grade-A-Gator, MS Word, and Excel.
Ability to multi-task, solve problems, and handle high-pressure situations while maintaining professionalism.
Superior writing and editing skills.
Strong organizational and detail-oriented abilities.
Capability to exercise good judgment, prioritize tasks with minimal supervision, and take responsibility for complex tasks.
Excellent customer service skills in a fast-paced environment with frequent interruptions.
Adaptability to meet the diverse demands of the program.
Proficiency with technology and willingness to assist faculty with minor issues.
Expertise in MS Word, Excel, and Outlook.
