| Job Description: |
The Digital Worlds Institute in the College of the Arts seeks an Academic Assistant as the administrative backbone for the academic activities central to the Institute’s educational mission. Get in on the ground floor of supporting the academic administrative needs of this small, cutting-edge academic unit, housed in the College of the Arts at the University of Florida. The Digital Worlds Institute is engaged in helping the next generation learn to create in the digital world from digital art to storytelling, computer science and technology.
This position assists the Associate Director of Academic Support Services with an array of academic activities including completing the Institute’s semesterly Academic Activity Reporting, Faculty Activity Reporting, Effort Reporting and course and room scheduling; following up with faculty on and processing textbook adoptions and syllabi submissions; and assisting with the Institute’s curriculum committee actions. This position also supports other aspects of student life in Digital Worlds including overseeing the Student Life Calendar, coordinating after-hours activities scheduling and student group travel authorizations assisting with recruitment tours, and other student-centered events.
If you enjoy administrative problem solving, possessing a driving curiosity, want to begin or expand your knowledge and skills in the arena of academic administration, and you bring some professional or educational experience with large administrative systems, we encourage you to apply.
The 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.
Responsibilities Breakdown:
Faculty and Student Instructional Activities Administration
- Serve as the point of first contact for academic compliance systems, assisting with onboarding new instructors to the academic systems they need to work within to teach their courses.
- Complete Digital Worlds’ faculty semesterly Assignment and Effort Reports, reporting what activities the faculty spent their time on that semester.
- Complete the semesterly Academic Activities Reporting, reporting which instructors taught which courses.
- Enter Course and Room Scheduling data into the appropriate UF systems
- Release the evaluations of instructors to students, semesterly, through UF’s GatorEvals system.
- Send Grades Approvals through the UF system
- Follow up with faculty members and processing textbook adoptions
- Follow up with faculty members to ensure syllabi submission
- Communitcate with faculty, staff and students on other general academic deadlines
Curriculum and Reporting Administration
- Assist in the preparation of curriculum committee forms and tracking of the courses through the approvals process; updates and reminds faculty of deadlines as required.
- Collect and organize Student Learning Outcomes (SLO) data that is tied to programmatic and learning.
- Assist with pulling and organizing GatorEval reports
- Run reports on overall academic or student data on a regular and as-needed basis
Student Life Administration
- Oversee the Student Life Calendar
- Coordinate the logistics of after-hours student activities
- Assist with student group travel authorization processes
Faculty Administrative Support
- Coordinate, manage and track faculty committee assignments
- Take and disseminate faculty meeting minutes
- Managing the faculty voting systems, administering voting processes as needed
Events and Visitor Planning
- Assist with student event planning including booking tours for recruitment and ensuring compliance with all relevant UF policies and procedures; Food and venue planning and coordination for the annual Convergence Event.
- Assist with orienting visitors/guests and preparing the Institute for their visit.
Back-up Roles
- Serve as backup for submitting job postings and hiring/paying personnel requests.
- Serve as backup for Tenure & Promotion processes
- Serve as backup for front desk coverage, if needed
Professional Development and Other Duties as Assigned
- Attend academic administrative support meetings, trainings or workshops that increase knowledge and skills applicable to the position
- Other duties as assigned
DIGITAL WORLDS INSTITUTE: Digital Worlds Institute (DW) is an interdisciplinary institute that offers academic and research programs at the intersection of the arts, communications, and technology. Founded in 2001 as a partnership between the College of the Arts and the College of Engineering, DW has grown its initiatives across additional units including the Colleges of Education, Journalism & Communications, and the Health Sciences. DW offers both a graduate and an undergraduate program in Digital Arts & Sciences. By bringing together the diverse talents of UF faculty, students, and staff in a multifaceted collaborative environment, the Institute serves as a platform for interdisciplinary research and teaching that would not have occurred within the confines of any one college or department. Through the use of interactive tools and technologies, the Institute promotes transdisciplinary creativity across classrooms, continents, and cultures. For more information, visit www.digitalworlds.ufl.edu.
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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