Graduate Admissions:
Coordinates admission process

• Respond to general questions regarding the admission process via email, phone and in person.
• Receives and organizes applicant materials (application forms, GRE scores, letter of intent, letter of recommendation, portfolios and transcripts) in files for department’s Graduate Admissions Committee review.
• Maintains log of incoming applicant materials and admission data for department’s Graduate Admission Committee review.
• Posts Graduate Admissions Committee decisions online and records them in admission log.
• Admits applicants in MyAdmissions and requests I-20’s from UFIC.
• Mails acceptance and rejection letters to applicants.
• Processes non-degree student applications.
• Processes applicant petitions, including application fee waiver requests and exceptions to English proficiency requirements.

Graduate Recruitment:
Work with department recruiting team to identify interested prospective graduate students.

• Work with graduate coordinators, marketing, and graduate advisor to send program information to prospective students.
• Collaborates with other staff to organize and participate in graduate student recruitment events, including junior preview, spring visit, and SURF.
• Follow up with prospects after events and schedule student information sessions.
• Assist faculty with recruitment of incoming PhD students.

Student Records:
Manages graduate student academic files.

• Set-up and maintain electronic files for every student.
• Assist with academic forms such as Drop/Add for departmentally controlled individual study and rotating topic courses, Minors, Credit Transfers, etc.
• Maintains records on GIMS for all students.
• Maintains all pertinent correspondence, curricula, paperwork and official documentation generated or submitted by the department, college, Admissions Office, Graduate School, Registrar’s Office and other agencies.
• Inputs and monitors the completion of graduate student milestones (e.g., IDP, Qualifying Exam, defense) in UF academic systems.
• Maintains and updates databases containing historical information on the graduate program and generates data reports for accreditation, marketing, and other institutional needs.

Advising:

• Updates curricular and academic advisement materials for new graduate student orientation.
• Answer routine questions regarding curriculum, registration, and undergraduate and graduate policies.
• Refers undergraduate and graduate students to appropriate undergraduate and/or graduate coordinator or other competent authority for specific questions regarding individual cases.
• Calculates Grade Point Average for Undergraduate Transfer Students.

Graduation:

• Notifies graduation candidates of all pertinent deadlines, requirements, and policies.
• Participates as usher in graduation ceremonies (conducted on weekdays) according to department usher rotation schedule.
• Collects, compiles, and summarizes data from the graduate student exit survey.

Office Operation:

• Receptionist for Graduate Program Office.
• Triage student traffic and manage general traffic flow in office.
• Interact with students coming for advising to direct them to needed forms, if applicable.
• Screen phone calls and provide program and advising information and assistance to outside constituencies, as required.
• Responds to e-mail requests.
• Communicates webpage updates to department web programmer.
• Textbook Adoptions (every semester).
• Order Desktop Textbooks for Instructors & Teaching Assistants.
• Prepare faculty teaching evaluations each term.
• Collaborates with other staff to organize and participate in graduate student events, including graduate orientation, department awards, and graduate student appreciation week.
• Coordinates with graduate office staff to implement the Qualifying Exam (QE), including scheduling oral presentations and collecting feedback from committee members to share with students.
• Complete assignments as required by Graduate Academic Advisor as well as Graduate Program Coordinators.
• Additional duties as assigned by Graduate Academic Advisor.

• Capable of focused individual work as well as extensive teamwork.
• Comfortable in interacting with students and other department stakeholders (parents, alumni, advisory board).
• Ability to meet task deadlines.
• Proficiency in Microsoft Office software, including Word, Excel and PowerPoint.
• Experience with Canvas and Student Information Systems.