| Job Description: |
The Academic Assistant II for the Department of Biology will handle the Graduate academic responsibilities and works closely with the Graduate Coordinator. This position will provide administrative assistance to 40 faculty and 150 graduate students. The position is required to interact with the Registrar’s Office, UF International Center, Office of Research, Technology and Graduate Education, and the Graduate Admission Office. The incumbent provides general office support within the department and provides academic support to the graduate student coordinators with advising, admissions, program enrollment, course/classroom logistics, and records. The Academic Assistant II will assist faculty and graduate assistants with grades and other administrative tasks as appropriate. The principal duties and responsibilities assigned to this position include, but are not limited to:
ACADEMIC:
Responsible for fulfilling employment and academic requirements regarding Graduate Assistant employment, processes all documentation for employment, including payroll sign-up and entering into the PeopleSoft system.
Compiles data on presently enrolled graduate students and the calendar of Graduate School and Registrar deadline dates for graduate student applications and registration. This position is responsible for producing, routing, and filing such forms as Supervisory Committee Appointment, Notice of Examination, Admission to Candidacy, Report on Thesis and Dissertation, etc. The individual is responsible for keeping up to date on Graduate School requirements, assists in registration and drop/add, and handles all International Student Issues.
The individual is responsible for analyzing admission packets of applicants and providing such information as needed to the Biology Graduate Admissions Committee. The individual prepares degree candidate reports.
ADMINISTRATIVE:
Responsible for coordinating information and activities for the Graduate Coordinator. Maintains confidential files on all current graduate students. Keeps records and prepares forms online for Admissions to Candidacy, reports on and prepares forms for Thesis and/or Final Examinations to the Graduate School. Maintain an Alumni Graduate Student Tracking report including the year and degree earned, committee chair, and forwarding address. Assists students with forming their supervisory committee; maintains a list of each student’s supervisory committee. Work with Academic Spoken English Department to arrange for speak test and the scholarly writing test.
This individual is responsible for maintaining files of applicants for admission to Biology graduate programs. The individual also tracks the status of each applicant and prepares and files appropriate letters to applicants, including those dealing with fellowships. This includes answering basic questions by phone, letter, email, or in person from prospective applicants.
HUMAN RESOURCES:
Assists in recruiting suitable candidates for the Ph.D. Graduate Program in the Department of Biology. Maintains correspondence with prospective foreign and domestic graduate students via telephone and email. Responsible for monitoring the online application procedure.
Process incoming student applications, prepare individual student files, and copy pertinent materials to Admissions. Maintains a spreadsheet on prospective graduate student data including TOFEL scores, TSE scores, GRE scores, transcripts, assistantship forms, fee payment, and letters of recommendation for review by the Graduate Admissions Committee. Also, preparation of letters of offer, fellowships, etc. Work with the International Center to make arrangements for foreign student admissions including immigration paperwork.
Creates and maintains accurate payroll spreadsheets for Graduate Assistants. Monitors preliminary and final pay lists for errors. Works with the Administrative Specialist III to correct errors.
GENERAL DUTIES AND RECEPTION:
The individual will serve as backup for Undergraduate Program Assistant and backup receptionist, as needed.
Front-line personnel to serve as the public contact for the office. Greet visitors, students, and faculty. Answer phones, and route inquiries to the proper destination by e-mail, mail, and/or in person. Responsible for assisting with incoming and outgoing mail distribution and assisting other staff as needed. Photocopying, scanning, faxing, and other duties as assigned by Office Manager, Graduate Coordinator, Chair, or Associate Chair.
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