Academic Assistant II

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

The Academic Assistant II plays a pivotal role in supporting the Department of Physics’ graduate program, serving as a central resource for students, faculty, and departmental leadership. This position ensures the smooth operation of department graduate admissions, funding and appointment processes, and academic record management while fostering a responsive, student‑centered environment. Working closely with the Graduate Coordinator and Department Chair, the Academic Assistant II fulfills the administrative duties that keep the program running efficiently, supports student success, and advances departmental goals. The role encompasses a wide range of responsibilities essential to the department including:

Graduate Admissions & Recruitment

• Supports program recruitment, including communication with prospective students and coordination with faculty.
• Manages application material processing, ensuring completeness, accuracy, and timely routing for review by admissions.
• Tracks admissions decisions, prepares offer letters, and coordinates onboarding steps for admitted students.

Appointments, Funding & Payroll Administration

• Processes assistantship appointments, fellowship documentation, and funding changes.
• Coordinates tuition waivers, stipend actions, and payroll entries for graduate students.
• Maintains accurate records of funding sources, term appointments, and compliance requirements.

Academic Records & Progress Tracking

• Maintains official graduate student records, including milestones, committee forms, and degree progress.
• Tracks annual evaluations, supervisory committee updates, and candidacy requirements.

• Ensures compliance with Graduate School policies and departmental academic standards.

 Graduate Student Support & Services

• Serves as a primary point of contact for graduate student inquiries and issue resolution.
• Coordinates orientation, workshops, and program information sessions.
• Provides guidance on policies, deadlines, forms, and procedures throughout the student lifecycle.

Program Operations & Administrative Coordination

• Supports the Graduate Coordinator and Department Chair with program planning and reporting.
• Coordinates committee meetings, events, and communication.

Maintains internal records and ensures data accuracy for reporting and accreditation needs.

The pay for this position is $20-$23/hour.

This is a TEAMS position—UF’s designation for staff roles—eligible for a comprehensive benefits package, including paid leave, retirement plans, and health insurance. Learn more about TEAMS benefits here.

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

• Experience with PeopleSoft
• Ability to meet deadlines for the College and University as required
• Ability to work among a dynamic group of students, faculty, and staff.
• Positive disposition to work with students in a compassionate, friendly manner.
• Attention to detail, cooperative attitude.

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

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 our Veteran's Preference Page for more specific information.

This requisition has been reposted. Previous applicants are still under consideration and need not reapply.