Academic Assistant II

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

Job summary

The University of Florida is seeking an Academic Assistant II on Main Campus in Gainesville, FL. The role supports undergraduate advising, student services, and scholarship processes, with emphasis on documentation, FERPA compliance, and departmental events.

Responsibilities include updating Canvas pages, automating forms, managing schedules, generating reports, and providing front-desk support as needed. The position offers hourly pay of $22.00–$25.00 and is full-time staff.

Qualifications

• High school diploma or equivalent with three years of relevant experience.
• Strong verbal and written communication; maintain confidentiality.
• Experience with advising or student services preferred.

Responsibilities

• Academic Advising and Student Services Support: Responds independently to undergraduate advising emails and general student inquiries.
• Academic Operations, Process Automation, and Records Management: Maintains and updates the ECE Undergraduate Canvas page with announcements, advising resources, deadlines, forms, and registration information.
• Scheduling and Administrative Coordination: Develops and maintains semester scheduling matrices and coordinates the Academic Support Services Manager's schedule.
• Office Operations: Backup receptionist when needed and supports departmental events and committees.
• Other Duties: Performs other related duties as assigned.

Skills

Communication skills

Interpersonal skills

Office software proficiency

Education

High school diploma or equivalent

3 years of relevant experience

Tools

Student Admin / Campus Solutions

WordPress

Canvas

TEAMS

Salesforce

Qualtrics

DocuSign

Microsoft 365

Adobe Acrobat

Excel

Job description

Academic Assistant II

Job no: 541281
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Administrative/Fiscal Support
Department: 19050000 - EG-ELECTRICAL - COMPUTER ENG

Required Qualifications:

• 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.

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

Health Assessment Required: No

Advertised

Advertised: 09 Sep 2026 Eastern Daylight Time
Applications close: 23 Sep 2026 Eastern Daylight Time

This position is eligible for veteran’s preference.

The University of Florida is an Equal Employment Opportunity Employer.

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