Academic Assistant II

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

Job summary

University of Florida seeks an Academic Assistant II to support undergraduate advising and student services. You will respond to emails, assist with basic advising questions, and help clear holds following department procedures.

You will also manage academic operations, automate forms and workflows, and maintain student records and scholarship processes. Strong communication and confidentiality are essential for success in this role.

Qualifications

• High school diploma or equivalent and three years of relevant experience.
• Experience with academic advising support in a higher education environment is preferred.
• Must have working knowledge of Microsoft Excel, DocuSign, Qualtrics, and Adobe Acrobat.

Responsibilities

• Responds independently to undergraduate advising emails and general student inquiries.
• Reviews and clears advising registration holds.
• Maintains advising documentation and advising notes within university systems.
• Assists with previews, student orientations, information sessions, and departmental events.
• Maintains confidentiality of student academic records in accordance with FERPA regulations.
• Maintains and updates the ECE Undergraduate Canvas page with announcements and resources.
• Coordinates scholarship processes including letters and tracking.
• Develops forms, workflows, templates, and electronic documents.
• Creates automated processes to improve advising communications and record management.
• Assists in evaluating office procedures and suggests workflow improvements.
• Maintains student records related to advising, enrollment, and scholarships.

Skills

Communication skills

Interpersonal skills

Analytical thinking

Time management

Confidentiality

Education

High school diploma or equivalent

Tools

Student Admin

Campus Solutions

WordPress

Canvas

TEAMS

Salesforce

Qualtrics

DocuSign

Microsoft 365

Adobe Acrobat

Job description

Classification Title

Academic Assistant II

Classification Minimum Requirements

High school diploma or equivalent and three years of relevant experience.

Job Description

Academic Advising and Student Services Support: 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.
Academic Operations, Process Automation, and Records Management: Maintains and updates the ECE Undergraduate Canvas page with announcements, advising resources, deadlines, forms, and registration information. Coordinates departmental scholarship processes, including preparation, distribution, and tracking of scholarship award letters and thank-you letters. Develops, updates, and maintains automated forms, workflows, templates, and electronic documents using university-supported technologies. Creates and maintains automated processes to improve the efficiency of advising communications, registration hold clearance, document routing, scholarship administration, and student record management. Assists in evaluating office procedures and recommends process improvements to streamline operations and enhance customer service. Maintains student records related to advising, enrollment, and scholarships and supports academic reporting and student communications.
Scheduling and Administrative Coordination: Assists in developing and maintaining semester scheduling matrices for departmental course offerings. Coordinates and maintains the Academic Support Services Manager's schedule, including calendar, meetings, appointments, committee schedules, and deadlines. Assists with classroom scheduling logistics, faculty scheduling requests, and departmental scheduling projects. Prepares reports, spreadsheets, dashboards, automated tracking documents, and standardized departmental documentation supporting academic operations.
Office Operations: Serves as backup receptionist when needed. Assists with departmental events, orientations, scholarship ceremonies, recruiting events, and special projects. Coordinates meeting logistics and provides administrative support to departmental committees.
Other Duties: Performs other related duties as assigned by the Academic Support Services Manager.

Expected Salary

$22.00-$25.00 per hour; commensurate with education and experience

Required Qualifications

High school diploma or equivalent and three years of relevant experience.

Preferred

• Working knowledge of UF policies and procedures to facilitate admissions and student advisement.


• Experience providing academic advising support in a higher education environment and knowledge of undergraduate registration procedures and degree requirements.


• Experience with Student Admin, Campus Solutions, WordPress, Canvas, TEAMS, and Salesforce platforms.


• Experience developing and maintaining electronic forms, automated workflows, templates, tracking tools, and document management processes using Qualtrics, DocuSign, Microsoft 365 applications, Adobe Acrobat, and similar university-supported technologies.


• Ability to analyze administrative processes and recommend workflow improvements.


• Ability to maintain confidential or sensitive information and exercise sound judgment when handling student records.


• Ability to prioritize and manage multiple tasks and projects independently.


• Excellent verbal and written communication and interpersonal skills.


• Must have working knowledge of Microsoft Excel, DocuSign, Qualtrics, and Adobe Acrobat.

Health Assessment Required

No