Administrative Assistant II

ucf; Orlando (FL); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical, Dental, Vision, LifeInsurance

Flexible Spending

Employee Assistance Program

Paid time off

Retirement savings options

Employee discounts

Education assistance

Job summary

The Administrative Assistant II at The University of Central Florida College of Graduate Studies will support the Office of Graduate Studies Student Services team by triaging phone calls, emails, and walk-ins. The role involves handling inquiries about academic services, progress, and graduation, and coordinating with evaluators and coordinators for complex issues.

They will manage sensitive student information for committees, assist with commencement tasks, and ensure timely responses.

Qualifications

• Handles triage of calls, emails and walk-ins with professional conduct.
• Keeps updated on graduate policies and student records, ensuring accuracy.

Responsibilities

• Primary contact for academic services, progress and graduation inquiries.
• Escalates complex issues to academic evaluators or coordinators as needed.
• Maintains a student call log and responds to the shared email inbox.
• Compiles and organizes sensitive student information for committees and review.
• Assists with commencement-related tasks and documentation.

Skills

Customer service

Communication

Time management

Education

High school diploma or equivalent

Bachelor's degree (preferred)

Tools

PeopleSoft

Microsoft 365 / Office Online

Job description

College of Graduate Studies:

The University of Central Florida College of Graduate Studies oversees, supports, and advocates for over 10,000 students across 200+ master's, doctoral, specialist, and certificate programs. Within the College of Graduate Studies, the Department of Graduate Student Services supports all graduate students from enrollment to graduation by managing academic records, tracking degree progress, and processing milestones.

The Opportunity :

The Administrative Assistant II will work with the Office of Graduate Studies Student Services team, reporting to the manager. This position will provide support to the entire team by triaging phone calls, emails, and walk ins. The Administrative Assistant II will address questions and determine delegation if appropriate to an academic evaluator or coordinator for more in-depth inquiries; they will alert the manager or associate dean when a student has an emergency situation to address. This position will track, organize, and compile sensitive student information for the Appeals Committee, the Admissions and Standards Committee, and for Medical Withdrawals. The Administrative Assistant II will manage commencement-related requests and emails, perform commencement-related tasks such as compiling documents for the commencement program and RSVP list, and attend commencement to assist with the ceremonies.

Responsibilities:

• Primary contact for questions about academic services, academic progress, and graduation for students who walk in, call, or email the College of Graduate Studies.
• Utilize knowledge of graduate policy and student records to answer questions or elevate as applicable.
• Keep up with changes to graduate policy and how the updates impact student records.
• Work as a liaison with academic evaluators, coordinators, and other departments for complicated student issues and escalates emergency situations immediately to the manager or associate dean.
• Triage for proper routing of the different types of issues and how to provide the most effective customer service.
• Maintain a student call log and follow up as needed to make sure that all questions are answered in a timely manner.
• Manage the shared email address by responding to emails, filing emails into the proper location, and downloading documents as needed for review.
• Create dates/deadlines list for each semester and tracks deadlines accordingly.
• Assist with commencement-related activities, such as creating and checking commencement program lists, confirming hooding advisors, and confirming RSVPs.
• Attend commencement ceremonies to assist with the hooding ceremony and diploma cover distribution.
• Respond to student requests for medical withdrawals with the appropriate information and forms.
• Compile sensitive student information in an appropriate manner for the Admissions and Standards Committee, Appeals Committee, and manager for review.

Minimum Qualifications :

• High School Diploma or Equivalent and 2+ years of relevant experience; or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6) .

Preferred Qualifications :

• Experience as an administrative assistant, preferably at a university.
• Experience with Peoplesoft.
• Experience with Microsoft Online Suite.
• Bachelor's degree.

Special Instructions to the Applicants:

• All applicants must be authorized to work for any U.S. employer. Visa sponsorship is not available for this position, and the university cannot accommodate H‑1B transfers or employment-based visa processing for individuals currently sponsored by another employer.
• This role requires the successful candidate to work on-site at UCF as their primary work location. On‑site presence is an essential function of this role.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you'll play an integral role at one of the most impactful universities in the country. You'll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 12 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you'll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills, and you'll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program
• Paid time off, including annual and sick time off and paid holidays
• Retirement savings options
• Employee discounts, including tickets to many Orlando attractions
• Education assistance
• And more.