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The Department of Mathematics is seeking an Academic Assistant II. This position serves as the primary academic staff member supporting all academic program activities for the Department of Mathematics. The incumbent provides general office support within the department and provides academic support to the graduate student coordinators with advising, admissions, program enrollment, course/classroom logistics, and records. The incumbent assists faculty and graduate assistants with grades and other administrative tasks as appropriate. Duties and responsibilities include, but are not limited to:
Graduate Committee:
As administrative support to the Graduate Committee (consisting of the Graduate Coordinator, Chair of the Graduate Selections Committee, and representatives from the Department), the individual apprises members of any changes in University rules and regulations, provides members each semester with information on all new graduate students and teaching assistants, and announces upcoming meetings.
Manage all phases of the graduate program in conjunction with the graduate coordinators. Assist graduate coordinators in working with graduate students and with applicants. Interpret, implement, and comply with policies and procedures set forth by the Registrar’s Office, the Office of Admissions, the Graduate School, the College of Liberal Arts and Sciences, and the department.
GIMS, Student Information System and Forms management. Interface with Graduate Information Management System (GIMS) and the Student Information System for various duties. Enter student progress data in the appropriate system, use system to prepare defense and degree paperwork for students. Prepare reports using date tracking.
Upon request or in the absence of the Graduate Coordinator or Chair of the Graduate Selections Committee – the individual attends meetings and submits a report back to them.
The individual is authorized to sign graduate registration forms, drop/add requests, and letters for the Graduate Coordinator and the Chair of the Graduate Selections Committee.
Tuition Waivers:
Prepares letters of appointment for students who are eligible for tuition waivers. Inputs LOA’s into the PeopleSoft system to generate tuition waivers. Liaison with UFHR and Financial Services regarding problems with LOA’s and tuition waivers.
Monitoring Graduate Student Program:
At the beginning of each semester the individual reviews student’s registration to ensure they are registered for the correct number of credit hours. Notifies the students who need to adjust their registration.
The individual maintains separate files on approximately eighty graduate students. Each file contains academic records, personnel, and evaluative materials. Out of these files are generated a profile of the Mathematics graduate program and reports of teaching assessments. The individual compiles from these files a statistical survey report (consisting of an academic profile of each student and overall assessment of the graduate program which is sent to national mathematics organizations such as the American Mathematics Society).
Each semester the individual processes student evaluation forms for teaching assistants, generating a statistical profile of each teaching assistant for departmental use. The individual also processes a Notice of Evaluation form for each graduate assistant for reappointment purposes.
The individual is responsible for the completion of all documents for assignment of the supervisory committee, admission to candidacy, preliminary examinations, qualifying examinations, etc. This includes scheduling space for examinations and informing appropriate committee members, the Graduate School, faculty members, etc. Responsible for processing the necessary forms to appoint new faculty to Graduate Faculty status.
Any change in student’s status, i.e., successful completion of qualifying exams, etc. obtained from the Graduate School is communicated by the individual to appropriate committee members and administrative personnel for the purpose of increasing or decreasing stipends.
The individual routinely checks graduate student files to ensure that graduate requirements are being met, that the college is informed of graduating students, and that the names of candidates are submitted to the Graduate School before deadlines.
Prepares information packets on each graduate student in connection with their spring interview with the graduate committee.
Serve as backup for Course scheduling and Graduate course grade coordinator.
Advise new students, graduate assistants, and visitors regarding departmental policies, procedures, college/university guidelines, and academic processes. Input and retrieve data relating to graduate applications, student enrollment, course scheduling, and instructor evaluations. Maintain student records, meet with students, create and maintain graduation application materials.
Provide administrative support to Graduate Coordinator with enrollment and registration management. Maintain and compile graduate student annual activity reports for committee review. Perform all tasks related to the graduate program required by the Graduate School and department procedures.
Review graduate admissions applications and monitor required submission materials, communicating directly with applicants about missing materials and admission decisions. Forward applicant packages to admission committees. Maintain contact with the Registrar's Office and Admission's Office.
Responsible for notifying all instructors about grading procedures and all academic deadlines. Responsible for retrieving and imputing grades for non-classroom sections, including: Doctoral, Masters, Advanced research and Individual Work sections, and ensure on-time submission of grades.
Coordinate and maintain records of the following departmental instructional activities: drop/add of courses; student petitions; grade change forms and incomplete grade contracts. Track enrollment of department courses before and during each semester. Maintain up-to-date academic record archives for the department per UF retention policies.
Front-line personnel to serve as the public contact for the office. Greet visitors, students, and faculty. Answer phones, route inquiries to the proper destination by e-mail, mail, and/or in person.
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.
Whether discovering new galaxies, serving on presidential task forces, or writing award-winning books, they have achieved international acclaim for their contributions to society. The College of Liberal Arts and Sciences is, in short, the heart of the University of Florida and the Gator Nation.
UF is the state’s oldest, largest, and most comprehensive land grant university with an enrollment of over 50,000 students and was ranked 6th in the country among public universities (US News and World Report 2023 rankings) and 1st among public institutions in the Wall Street Journal 2023 survey. UF is located in Gainesville, a city of approximately 150,000 residents in North-Central Florida, 50 miles from the Gulf of Mexico, 67 miles from the Atlantic Ocean, and within a 2-hour drive to large metropolitan areas (Orlando, Tampa, Jacksonville). The beautiful climate and extensive nearby parks and recreational areas afford year-round outdoor activities, including hiking, biking, and nature photography. UF’s large college sports programs, museums, and performing arts center support a range of activities and cultural events for residents to enjoy. Alachua County schools are highly rated and offer a variety of programs, including magnet schools and an international baccalaureate program. Learn more about what Gainesville has to offer at Visit Gainesville
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