Academic Admin Specialist, Languages & Culture

University of Florida; Gainesville (FL); On-site; USD 30,000 - 33,000; Full time

Job summary

University of Florida in Gainesville is seeking an Academic Assistant III to provide essential administrative support across Languages, Literature and Culture. You will coordinate course scheduling, registration activities, and graduate program administration, ensuring accurate records and timely reporting.

Role requires strong organizational and communication skills, with experience in higher education administration and UF systems.

Qualifications

• Bachelor's degree; or an equivalent combination of education and experience.
• Experience coordinating complex academic processes involving multiple programs, faculty, or student populations.
• Experience with course scheduling, registration, student records, graduate program administration, or instructional support.
• Familiarity with UF systems such as PeopleSoft, ONE.UF, UF GO, myUFL, Grade-A-Gator, or comparable higher education administrative systems.
• Knowledge of university policies and procedures related to academic administration, student records, travel, purchasing, and administrative operations.
• Strong organizational skills and demonstrated ability to coordinate multiple processes, priorities, and deadlines simultaneously.
• Ability to review detailed records and information for accuracy and maintain organized documentation.

Responsibilities

• Coordinates development and maintenance of the department's course schedule across its language and academic programs, including collecting instructional information, entering and reviewing scheduling data, coordinating changes, and resolving scheduling discrepancies.
• Serves as a departmental resource to faculty and program coordinators regarding established course scheduling, registration, grading, and instructional administration processes.
• Coordinates registration activities across department programs, including enrollment requests, waiting lists, controlled enrollment, drop/add activity, and resolution of registration issues within established guidelines.
• Coordinates administrative processes for individual work, research, thesis, dissertation, and other specialized course sections, ensuring appropriate enrollment and grading information is maintained.
• Reviews academic and instructional records for completeness and accuracy and resolves discrepancies with faculty, students, program coordinators, and appropriate university offices.
• Coordinates faculty teaching certification and instructional reporting processes, including Grade-A-Gator and other required academic reporting.
• Tracks academic deadlines and communicates requirements to faculty, teaching assistants, adjunct instructors, program coordinators, and students as appropriate.
• Processes and maintains academic documentation, including grade changes, incomplete grade contracts, registration documentation, and other student academic records.
• Coordinates textbook and instructional material adoption processes across departmental programs and assists with documentation related to course materials and supply fees.
• Compiles, reviews, and maintains course, enrollment, instructional, and related academic data for departmental reporting, planning, and decision-making.
• Identifies recurring academic administrative issues and recommends improvements to departmental processes, records, and workflows.

Skills

Organizational skills

Written and verbal communication

Education

Bachelor's degree or equivalent

Job description

University of Florida in Gainesville is seeking an Academic Assistant III to provide essential administrative support across Languages, Literature and Culture. You will coordinate course scheduling, registration activities, and graduate program administration, ensuring accurate records and timely reporting.

Role requires strong organizational and communication skills, with experience in higher education administration and UF systems.