| Job Description: |
Position: Full-time, 12 month, TEAMS staff position
UF Title: Academic Assistant III
Date of Expected Hire: As soon as possible, with flexibility based on candidate availability
The College of the Arts Dean’s Office seeks an Undergraduate Academic Affairs Coordinator to serve as the primary administrative coordinator of all undergraduate student academic services, under the guidance of the Associate Dean of Academic Affairs. This position acts as the primary liaison between the UF registrar’s office, the College, the six College units (3 schools, 2 centers and 1 institute), and the New World School of the Arts (NWSA), which is an arts magnet school located in Miami, Florida. Role responsibilities include processing admission, graduation, and transfer paperwork for all undergraduate students in those units listed above. These processes also include administering degree certifications, student petitions, grades and grade appeals, honor certification, degree reinstatements and any additional related processes.
The successful candidate must possess a bachelor’s degree or an equivalent combination of education and experience and will preferably bring at least two years of experience working a large business or educational system; collaborative, clear and patient written and verbal communication skills and exceptional organization skills.
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. We seek a colleague who engages with openness and enthusiasm for the work and the mission of the college. We seek a colleague who possesses skills in designing and facilitating work that advances curiosity, inclusion, open intellectual discourse, and the well-being of all in an environment of complex diversity. We seek a colleague who identifies as a trusted steward of resources, balancing institutional requirements and the demand for innovative solutions.
The University of Florida is an equal opportunity institution dedicated to building a broadly diverse and inclusive faculty, staff and student body.
Responsibilities:
Serves as a liaison between UF Registrar’s office, students and dean’s office managing information and processes related to transfer student admissions, as well as graduation and degree certification and retroactive degree certification memos for all COTA undergraduate students, certifying degrees, administering degree-processing activities including student petitions, grade appeals, application processing, output distribution, diploma reorders, degree certifications, honors certification, and degree reinstatements. Processes grade changes. Enters some (very few) courses into the UF Course Scheduling system. Registers some students into those specific courses.
Assists with the coordination of the college’s commencement, recognition, and convocation ceremonies, in collaboration with the Strategic Events Coordinator and under the general direction of the Associate Dean for Academic Affairs.
Communicates relevant student services information to unit directors, faculty and staff. Maintains student database and enrollment management. Processes the dean’s list letters each term and prepares the National Dean’s List roster annually. May serve as backup advisor in advising and registration of current and preview students.
Processes grade changes and approves department grade coordinators college wide. Reminds all college faculty of grade entry deadlines. Specifically assigns graders for two College centers and any courses housed in Dean’s Office department ID.
Reminds all college faculty of syllabus upload deadline, adding new courses when needed.
Sends out (“publishes”) faculty evaluations for two college centers and for courses housed in the Dean’s office department ID.
Completes Academic Activity Reporting for two centers and one institute within the College. Coordinates Textbook Adoptions college-wide.
Assists Student Lifecycle Specialist in staffing events related to the undergraduate student experience, including Preview and other orientation events.
Serves as the college liaison with NWSA. Works directly with staff at NWSA as it relates to UF students and coordinates other appropriate academic activities involving the partnership between UF, COTA and NWSA. This function includes:
- Completing HR action requests (IPIFs) to affiliate NWSA faculty with UF through the Courtesy hire process and/or Identity Management process, keeping those records updated, informing the College HR office when to make changes or extend;
- Acting as the NWSA Department Security Administrator, including completing the paperwork necessary for access to student services functions.
- Maintains individual student transfer records, processes degree audits and audit reconciliations, course corrections, drop/add processes, confirm ARH Minor approvals
Location and Schedule: Normal Work Schedule: Monday – Friday 8am-5pm with a 1 hour lunch. Specific schedule negotiable with the parameters of a 40 hour work week. Approximately 3 times per year required weekend or after-hours events support. Normal schedule will be adjusted to avoid overtime.
Location: Required 1 day/week (on average) physical presence at an office in the College of the Arts Dean’s Office, Fine Arts Building A, UF Main Campus, Gainesville, FL 32611. Required physical presences at weekend/after-hours College events which occur approximately 3 times per year. Remainder of the required time worked can be remote.
THE COLLEGE OF THE ARTS: The mission of the College of the Arts is to be a transformative community, responding to and generating paradigmatic shifts in the arts and beyond. We achieve the university’s mission by training professionals and educating students as artists and scholars, while developing their capacities for critical study, creative practice, and provocation. The College offers baccalaureate, masters, and doctoral degrees. Approximately 1,700 students are pursuing majors in degrees offered by the College of the Arts under the direction of 135 faculty members in its three accredited schools— the School of Art + Art History, the School of Music, and the School of Theatre + Dance, and in the Center for Arts in Medicine, the Digital Worlds Institute, and the Center for Arts, Migration, and Entrepreneurship. In addition, the college comprises the University Galleries, and the University level of the New World School of the Arts in Miami.
The University of Florida: The University of Florida is a comprehensive learning institution built on a land grant foundation, ranked one of the top five best public universities in the nation in U.S. News & World Report. We are The Gator Nation, a diverse community dedicated to excellence in education and research and shaping a better future for Florida, the nation and the world. Our mission is to enable our students to lead and influence the next generation and beyond for economic, cultural and societal benefit. UF is a graduate research institution with more than 50,000 students and membership in the prestigious Association of American Universities. Gainesville, which is consistently ranked as one of the nation’s most livable cities, is located midway between the Gulf of Mexico and the Atlantic Ocean. Together, the University and the community comprise the educational, medical and cultural center of North Central Florida, with outstanding resources such as the University of Florida Performing Arts (Phillips Center for the Performing Arts, the Squitieri Studio Theatre, the Baughman Center, University Auditorium), the Harn Museum of Art, the Florida Museum of Natural History and in the community, the Hippodrome State Theatre and Dance Alive National Ballet.
In addition to salary, the University of Florida (UF) offers low cost State Health plans, a number of Dental plans to fit you 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.
UF provides a variety of leave programs including vacation, sick leave, 11 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.
Build a 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 Employees are also eligible for the GatorPerks discount program, which provides big savings at various business and retailers!
Explore UF’s plethora of benefit options here: TEAMS Benefits
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