Academic Assistant II

Classification Title:

Academic Assistant II

Job Description:

The Academic Assistant II provides comprehensive administrative support to the University Writing Program and the Writing Studio. This role is responsible for front desk operations, daily office tasks, and academic support activities. Key duties include course and classroom scheduling, data collection related to course delivery, student registration, coordination of special events and conferences, textbook orders, scheduling student tutorial appointments, and assisting in the coordination of tutors.

Academic Activities:

• Schedule courses and classrooms each semester, manage course delivery data, and create scheduling spreadsheets for the director to assign instructors.
• Coordinate with faculty on textbook adoptions, enter program information for the bookstore, and order/coordinate desk copies for new teaching assistants.
• Register students, verify course enrollment caps, make course corrections, and manage waitlists as assigned by the Director.
• Coordinate and maintain records of the unit’s instructional activities, including drop/add courses, student petitions, grade change forms, and incomplete grade contracts.
• Track enrollment for the unit’s courses, screen students with prerequisite issues, and manage teacher observations, evaluations, and portfolios.
• Set up GatorEvals each semester and enter grades in Grade-a-Gator by published deadlines.
• Verify student UFID numbers, Gatorlink sign-ons, and email addresses via Identity Access Management in MyUFL.

Student Appointments and Tutor Coordination:

• Coordinate student appointments to ensure tutors meet scheduled students and manage unscheduled walk-ins.
• Facilitate and maintain adequate daily tutor staffing, reschedule appointments due to unexpected absences, and advise students on scheduling policies.
• Edit and troubleshoot issues in TutorTrac or Penji and kiosk computers, working closely with the system administrator to resolve complex scheduling problems.
• Coordinate with the system administrator to manually input information for specific groups of students, allowing them to schedule appointments.
• Edit and print Writing Studio brochures.
• Assist the Writing Studio Coordinator in preparing materials for lectures and training sessions.

Administrative Duties:

• Oversee daily office operations, including greeting visitors, answering calls, distributing mail, and maintaining the phone system and directory.
• Maintain copiers, prepare instructor desk areas, report technical issues, and order office supplies via MyUFL market.
• Submit work orders to Physical Plant Division (PPD) and Computing & Networking Services (CNS), manage storage assignments, and update the unit’s website.
• Coordinate the checkout of unit laptops and act as a courier for deliveries/pick-ups.
• Maintain and schedule users for the UWP Conference Room.
• Serve as the main point of contact for all CLAS IT tickets and assist with Letters of Appointment and FTE verification for graduate assistants and adjuncts.
• Serve as the notary for the unit.
• Verify P-Card purchases made by the Administrative Specialist II and act as backup for program travel processing.
• Assist with budgetary tasks and document preparation for budget meetings.
• Organize participants for UWP Pedagogy Workshop, UWP Fall Orientation, and Fall/Spring Poster Conference.
• Purchase necessary materials for annual events, type and assemble nametags and handouts, create logo artwork for signs, banners, conference badges, and handouts, and assemble and break down events.
• Handle Undergraduate Research Journal submissions, organize them into a spreadsheet, and send all submittals to the Drop-box Editor. Coordinate with submitters and the editor as needed.
• Set up and break down presentation easels and boards for the Conference for Undergrad Research poster presentations.

Expected Salary:

The salary range is $19.00 - $21.00 per hour, commensurate with qualifications and experience.

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.

Minimum Requirements

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

Preferred Qualifications:

• Experience with MyUFL modules including purchasing, travel, and TutorTrac scheduling program.
• Successful completion of training in FERPA, P-Card Travel and Commodities, P-Card Approval and Reconciliation, What P-Card Holders Need to Know, Purchasing in myUF Marketp