| Job Description: |
Join the University of Florida’s School of Physician Assistant Studies as our Registrar & Clinical Year Assistant!
The School of Physician Assistant Studies (SPAS) is seeking an Academic Assistant III to serve as the Registrar & Clinical Year Assistant. In this role, you will manage student enrollment and graduation requirements, verify academic records for graduation and licensing, and provide course support for five clinical year courses and one clinical year didactic course. Responsibilities include developing and maintaining Canvas course pages, coordinating schedules and learning activities, processing grades and course documentation, and providing administrative support for faculty. You will also prepare and submit Academic Activities Reporting (AAR) to ensure institutional accuracy and accountability.
This position is ideal for a detail-oriented professional who thrives on managing academic processes, supporting students and faculty, and contributing to the success of future physician assistants at the School of Physician Assistant Studies.
More About This Role
Student Registration and Academic Verification
- Prepares course registrations and processes student enrollment accurately, including resolving any discrepancies in student records.
- Completes regular audits of student transcripts, advises students, ensures all graduation requirements have been met and all records are up to date.
- Guides clinical students through graduation processes.
- Processes grade changes and updates in internal and institutional systems.
- Process and fulfill requests for postgraduate education verification, providing essential documentation to outside institutions and licensing boards, and perform quality checks to ensure the validity of educational credentials and records.
- Prepares and updates working manuals.
Clinical Year Course Support
- Develops and maintains Canvas course pages for the Special Topics course series and non-EOR Clinical Rotations during the clinical year based on guidance from course director(s).
- Collaborates with other staff to ensure that all lectures and learning activities are added to the calendar/curriculum management system.
- Completes course tasks including posting syllabi, schedules, lecture materials, assignments, and notifications for Special Topics course series.
- Creates, edits, and maintains student informational documents such as course syllabi, and other course related documents in alignment with SPAS policies for assigned courses.
- Works with the staff of the Center for Experiential Learning and Simulation to schedule learning activities and performance-based assessments for assigned courses.
- Provides administrative support for course directors.
- Manages student assignments and grades for all assigned clinical year courses.
- Provides back-up coverage to PA School Didactic and Clinical Coordinators.
Academic Activities Reporting
- Completes and submits the Academic Activities Reporting prior to University deadlines Identifies and addresses discrepancies or gaps in reported data.
- Ensures AAR documents are stored and distributed in an organized and consistent format
- Evaluates faculty effort and resolves problems
Other Duties as Assigned
- Duties as assigned by PA leadership
- Collaborates with COM Event Manager and participates in PA events.
We Offer Exceptional Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages includes over 10 paid holidays, as well as paid family, sick and vacation leave
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
Learn more about what we have to offer here!
About Gainesville, Florida
Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.
Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!
For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds
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| Preferred Qualifications: |
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook), Google/G-Suite, Windows Platform.
- Experience with the UF PeopleSoft system, e.g. AAR, Faculty Effort, Student Information Services.
- Be willing to learn new programs and systems including web-based services.
- Strong organizational skills and detail-oriented abilities to assess for accuracy and quality of work.
- Ability to manage multiple projects and deadlines with minimal supervision.
- Exhibits intellectual curiosity and critical thinking skills. Communicates clearly and professionally with faculty, staff, and visitors – in person, via written communications, and on the telephone.
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| Special Instructions to Applicants: |
To be considered, please upload the following documents with your application:
- Cover Letter
- Resume
- Contact information for three professional references
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See UF’s Veteran's Preference Page for more details.
If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD).
Application must be submitted by 11:55 p.m. (ET) of the posting end date
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