Academic Program Spec I

Apply now Job no: 523620
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Student Services
Department:60150000 - AG-FOOD SCIENCE / HUMAN NUTR

Classification Title:

Academic Program Specialist I

Job Description:

Student Services Receptionist

  • Position will serve as initial point of contact for Department Student Services visitors:  prospective students, alumni and/or national companies with inquiries regarding career opportunities, internships, scholarships, and other opportunities.
  • Providing direction for student advising sign in system, answering, and directing telephone calls and emails appropriately.
  • Manage ordering of office supplies and printed materials as needed.
  • Open office daily, to include power up display monitors and oversee content for appropriateness.

Management of Graduate Programs

  • Assist the Graduate Coordinator(s) and the Director of the MS/DI program in all activities associated with graduate student programs from initial inquiry to graduation.
  • Compile admission packets in Microsoft Teams for faculty discussion and vote, distribution and collection of voting ballots and summarizing results for graduate coordinator.
  • Processing accept/deny decisions in Peoplesoft and corresponding with applicants regarding decisions to include Letters of Appointment and Letters of Offer.
  • Maintenance of current student files and assisting students and faculty/graduate coordinator in initiating, processing, and filing the following forms (Supervisory Committee appointment, Special Appointment request, Program of Study, Drop/Add, Petition and Exception memos and forms, graduate student "contract" form for certain courses, Grade Changes, Admission to Candidacy, Announcement of Exam, Report of Final Exam, Transfer for Graduate Credit; Change of Admission Date).
  • Distribution, collection and filing of graduate student evaluations.
  • Distribution of FSHN Graduate Student Handbook and UF Graduate Catalog.
  • Creation and maintenance of graduate student mailing and e-mail distribution list each term.
  • Notification to students and faculty of announcements and news from Graduate School or CAL's Dean's office.
  • Review of graduating students' files for holds completion of requirements and notification of deadlines.
  • Provision of assistance to off-campus (Citrus REC) students when necessary.
  • Through GIMS maintain student Supervisory Committee information, special appointments of faculty to committees, transfer of Graduate Credits, and job placement data.
  • Serves as the departmental liaison to the Office of Admissions, Registrar Office, Graduate School, International Student Services Office, and the CALS Dean’s Office. Prepare and send weekly Student Services email updates via Mailchimp.

Administrative Support of Academic Programs

  • Assists with student forms and correspondence.
  • Registers students for departmental controlled courses and research.
  • Collects and enters grades for research and special topics courses.
  • Assist with online course and teacher evaluations.
  • Enter the Academic Activities Report (AAR) for each term for all classes (graduate and undergraduate).
  • Dietetics Program: Prepare and mail Verification Statements for each graduating student.   
  • Process “Declaration of Intent to Complete Degree” on on-line DICAS application for Graduating seniors.
  • Maintain yearly verification statements on file for each term.
  • Ensure that required information is in files of graduating students.
  • Create and maintain lists of graduating seniors and their future plans for statistical purpose. 

Management of Undergraduate Programs

  • Assist with compilation and management of FSHN student majors and minors’ lists.
  • Provide direction and communicate availability toward FSHN advising services.
  • Compile and maintain list of planned activities/professional opportunities after graduation.
  • Prepare data of current students and alumni for reporting. Prepare and send weekly Student Services email updates via Mailchimp.

Assist Manager of FSHN Student Services

  • Keeps track of department activities for Student Services Office communication to Faculty, Staff, Students, and Alumni.
  • Arrange academic advisement appointments with students and faculty advisors.
  • Assist with activities on and off campus.
  • Maintain events and academic calendar.
  • Organize, register, and distribute data for administrative purposes.
  • Provides information to undergraduate, transfer, and graduate student inquiries.

Travel/Event Processing

  • Provide assistance with projects and events with locating or securing supplies.
  • Arrange reservations for travel of staff and students.
  • Assist with reservation and set up of department events.
  • Participate in FSHN booth duties at events to distribute information and answer general questions.
  • Support department recruiting efforts through organization of promotional materials and maintaining events calendar.

Other Duties as assigned

  • Perform various duties as assigned.
  • Receive and disseminate express package deliveries when Elevator is not operational.
  • Miscellaneous duties as required by the Manager of Student Services
Expected Salary:

$43,000 - $48,000; Commensurate with experience.

Minimum Requirements:

Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

The employee must have working knowledge of Microsoft Office; be familiar with database programs Peoplesoft and SLATE; working knowledge of UF policies and procedures regarding admissions, tracking and registration of students.

Good oral and written communication skills, ability to work both independently and as part of a team. Ability to deal with high pressure situations during a semester (e.g., registration and graduation.)

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and (3) professional references.

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

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required: No


Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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