Academic Advising & Operations Specialist

University of Florida; Gainesville (FL); On-site; USD 30,000 - 34,000; Full time

Job summary

University of Florida is seeking an Academic Assistant II at the Main Campus in Gainesville, FL. The role focuses on undergraduate advising support, student services, and efficient office operations.

You will respond to student inquiries, assist with registration holds, and help maintain advising documentation and departmental workflows. The position requires a high school diploma or equivalent with three years of relevant experience, and supports FERPA compliance.

Qualifications

• High school diploma or equivalent and three years of relevant experience.
• Excellent verbal and written communication and interpersonal skills.
• Experience with admin processes and supporting advising operations.

Responsibilities

• Responds independently to undergraduate advising emails and general student inquiries.
• Assist students with basic advising questions and departmental procedures.
• Reviews and clears advising registration holds in accordance with departmental and university policies.
• Maintains accurate advising documentation and advising notes within university systems.
• Assists with presentations for Preview, student orientations, information sessions, and departmental events.
• Maintains confidentiality of student academic records while complying with FERPA regulations.
• Develops, updates, and maintains automated forms, workflows, templates, and electronic documents.
• Creates and maintains automated processes to improve advising communications and student records management.
• Assists in evaluating office procedures and recommends process improvements to streamline operations.
• Maintains student records related to advising, enrollment, and scholarships and supports academic reporting and student communications.
• Scheduling and Administrative Coordination: maintains scheduling matrices and supports calendar, meetings, and deadlines.
• Prepares reports, spreadsheets, dashboards, automated tracking documents, and standardized departmental documentation.
• Office Operations: serves as backup receptionist and supports departmental events and committees.

Skills

Communication

Organizational skills

Prioritization

Confidentiality

Multitasking

Analytical thinking

Education

High school diploma or equivalent

Tools

Student Admin

Campus Solutions

WordPress

Canvas

TEAMS

Salesforce

Qualtrics

DocuSign

Microsoft 365

Adobe Acrobat

Job description

University of Florida is seeking an Academic Assistant II at the Main Campus in Gainesville, FL. The role focuses on undergraduate advising support, student services, and efficient office operations.

You will respond to student inquiries, assist with registration holds, and help maintain advising documentation and departmental workflows. The position requires a high school diploma or equivalent with three years of relevant experience, and supports FERPA compliance.