Academic Advisor II

Apply now Job no: 508965
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support
Department:32070000 - PH-STUDENT AFFAIRS

Classification Title:

Academic Advisor II

Job Description:

This position conducts all recruitment related programs and activities for the College of Pharmacy in addition to providing advising to pre-pharmacy students (Non-UF).  Works collaboratively with members of the student affairs team and reports to the Associate Director of Admissions and Recruitment of the Office for Student Affairs.

The primary responsibility of this position includes recruitment, advisement, counseling, program development, and marketing while representing the College of Pharmacy at programs, events, schools, locally, regionally and nationally.    

This position requires independent action and the ability to assume responsibility as the Admissions Advisor and Recruitment Coordinator. The incumbent utilizes a thorough understanding of the institutional policies and procedures relating to a substantial number of offices on campus.

Job Responsibilities:


Develop and maintain relationships with potential applicants, counselors, and teachers about pharmacy careers, pre-pharmacy course requirements, application procedures, admission criteria, financial aid, the professional doctorate curriculum, and joint degree programs. 
Develop and maintain relationships with the UF Admissions department, the UF Pre-Health Advisors, the UF feeder colleges of biology (CLAS and CALS), the UF Nutritional Food Sciences program advisors, and the UF Career Connections department.
Advise prospective students regarding program options, admission requirements, pre-professional course requirements, and deadlines. Evaluate transcripts for equivalencies of required courses, grades, withdrawals, and grades less than C.  Advise on the prospective student’s academic pathway to insure success and completion of the required pre-professional courses.  These activities are accomplished via email, telephone, walk-in visits, and personal advising appointments.
Work with the UF Pre-Pharmacy Society to expand membership to prospective students from the local feeder state schools.  Assist with PCAT and PharmCAS workshops offered through this student led organization.
Create relationships with Pre-Pharmacy student organizations at Florida SUS and out-of-state schools to establish annual visits and presentations.
Coordinate visits with prospective UF and non-UF students, high school field trips to campus, visiting Pre-Pharmacy student organizations, coordinate skills lab experiences for prospective UF and Non-UF students. 
Coordinate campus tours utilizing COP Student Ambassadors for campus tours, email questions from prospective students, and to provide assistance at the Welcome to the Pharmily events and Open House events.


Develop and coordinate recruitment/advisement programs for the College of Pharmacy’s Doctor of Pharmacy degree program, coordinating visits to selected area middle/high schools, Florida state/community colleges and Florida universities (SUS).  Recruitment activities may also include out of state travel as needed. 
Assist in the development and keep current the strategic plans for outreach and recruitment (Local, UF, Florida, National).
Work closely with distance campus (Jacksonville, Orlando) Student Affairs Coordinators assuring consistency of information shared while supporting the unique nuances of each locale. 
Represent the College at recruitment functions (health profession fairs) at UF, all Florida SUS and state colleges, and out of state feeder institutions. Attend UF University new student orientation (Preview), coordinate COP staff to present and attend UF Florida Days and the UF Open House event. 
Coordinate and present at Lunch and Learn sessions with UF departments and colleges.  These events are designed to foster relationships with UF advisors and increase awareness of our Pharm.D. Program along with the career opportunities for pharmacists so they will advise their students to consider the COP Pharm.D. Program. 
Attend K-12 career day’s events within the Alachua and Marion County school districts. 
Coordinate the Ambassador for Life program to utilize alumni as ambassadors at recruiting events and programs appropriate for their participation.  Participate in the AACP Virtual Fair to advise prospective students on the UF COP Pharm.D. Program.


Effective use of print and electronic media (i.e., document production, web updates, correspondence) to support the position’s mission. Collaborative efforts with the Offices of Development and News and Publications
Member of the COP Recruitment Task Force and the Diversity and Inclusion Committee. 
Assist in the planning of recruitment and retention activities for prospective and newly admitted students.  These include the Welcome to the Pharmily events and the Annual Information Sessions.
Maintain the Course Exceptions spreadsheet to keep track of pre-professional courses that are equivalent to the pre-professional courses listed on the COP Admissions webpage. 
Documenting communications, campaigns, marketing efforts of current and prospective applicants using a CRM. 
Responsible for all planning of all business travel associated with recruitment activities.
Responsible for the use and reconciliation of the UF Pcard, COP Publix and Sam’s Club cards.   Responsible to create Travel Authorizations, Expense Report Creation/Travel Reimbursement, and the UF Foundation Payment Authorization and to submit them at the appropriate times with the appropriate documentation as per the COP Fiscal.
Responsible for maintaining admissions /requirements on College of Pharmacy web page.  Support student development and leadership programming. Data collection and management.  Order recruitment swag as needed, maintain sufficient amount of recruitment materials in office, and order recruitment materials from AACP as needed.


Back up and support of other staff in the Office for Student Affairs.  Created and maintains the Office Assistant Procedure Manual.

Advertised Salary:

Commensurate with education and experience.

Minimum Requirements:

Master’s degree in education, counseling, or an academic field directly related to the advisor’s area of responsibility and one year of relevant experience; or a bachelor's degree in education, counseling, or an academic field directly related to the advisor’s area of responsibility and two years of relevant experience.

Preferred Qualifications:
  • At least 4 years of recruitment experience for professional curriculum, of which at least two years focusing on minority affairs, recruitment and retention.
  • Experience with ISIS (UF platform/ Integrated Student Information System), SASS (student Academic Support System), and University adopted LMS (learning Management system, i.e., Sakai, Canvas).
  • Expertise in PC based computer applications (Microsoft Office suite) as well as University mainframe applications.
  • Experience with document production software, i.e., Adobe Indesign suite.
  • Knowledge of methods of data collection and analysis and electronic data management systems.
Special Instructions to Applicants:

In order to be considered, you must upload the following documents:

  1. Cover letter
  2. Resume or CV
  3. List of 3 References

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

Health Assessment Required: No


Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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