Academic Assistant III - Languages, Literature and Culture

Classification Title:

Academic Assistant III

Classification Minimum Requirements:Bachelor's degree; or an equivalent combination of education and experience.

Job Description:

Academic Administration

• Coordinates development and maintenance of the department's course schedule across its language and academic programs, including collecting instructional information, entering and reviewing scheduling data, coordinating changes, and resolving scheduling discrepancies.
• Serves as a departmental resource to faculty and program coordinators regarding established course scheduling, registration, grading, and instructional administration processes.
• Coordinates registration activities across department programs, including enrollment requests, waiting lists, controlled enrollment, drop/add activity, and resolution of registration issues within established guidelines.
• Coordinates administrative processes for individual work, research, thesis, dissertation, and other specialized course sections, ensuring appropriate enrollment and grading information is maintained.
• Reviews academic and instructional records for completeness and accuracy and resolves discrepancies with faculty, students, program coordinators, and appropriate university offices.
• Coordinates faculty teaching certification and instructional reporting processes, including Grade-A-Gator and other required academic reporting.
• Tracks academic deadlines and communicates requirements to faculty, teaching assistants, adjunct instructors, program coordinators, and students as appropriate.
• Processes and maintains academic documentation, including grade changes, incomplete grade contracts, registration documentation, and other student academic records.
• Coordinates textbook and instructional material adoption processes across departmental programs and assists with documentation related to course materials and supply fees.
• Compiles, reviews, and maintains course, enrollment, instructional, and related academic data for departmental reporting, planning, and decision-making.
• Identifies recurring academic administrative issues and recommends improvements to departmental processes, records, and workflows.

Graduate Administration

• Coordinates administrative support for the department's graduate programs in collaboration with graduate coordinators, faculty leadership, and department administration.
• Coordinates graduate admissions processes, including organizing and reviewing application materials for completeness, maintaining applicant records, communicating with applicants, and facilitating materials for faculty review.
• Maintains graduate student records and monitors administrative milestones, documentation requirements, and deadlines.
• Serves as an administrative resource for prospective and current graduate students regarding established departmental and university processes and requirements.
• Coordinates with faculty, students, and university offices to resolve graduate registration, records, admissions, and other administrative issues.
• Tracks graduate program activities and deadlines and follows up with students and faculty regarding outstanding administrative requirements.
• Compiles admissions, enrollment, student status, and other graduate program data for departmental use and reporting.
• Assists graduate program leadership with development and maintenance of program materials, instructions, forms, and administrative resources.

Program Coordination

• Provides advanced administrative support to department leadership, faculty, and program coordinators across the department's multiple language and academic areas.
• Coordinates recurring departmental academic processes requiring information or action from multiple programs and ensures required materials are completed and submitted by established deadlines.
• Assists with preparation and maintenance of faculty instructional assignment information and other academic activity records.
• Coordinates routine appointment, reappointment, and related documentation for teaching assistants, adjunct instructors, student assistants, and other assigned temporary personnel in coordination with department administration and appropriate college offices.
• Maintains departmental administrative records and develops tracking systems to support accurate and timely completion of recurring activities.
• Coordinates departmental key and equipment records and the issuance and return of assigned departmental property.
• Initiates routine facilities, technology, purchasing, and service requests and coordinates with the appropriate college or university office through completion.
• Provides day-to-day direction and work coordination to assigned student assistants.
• Serves as a resource to faculty and staff regarding established departmental administrative practices and assists in resolving operational issues within assigned areas.

Fiscal Support

• Coordinates travel arrangements and related administrative processes for faculty, students, candidates, guest speakers, and departmental visitors through UF GO.
• Prepares and reviews travel authorizations, expense reports, and supporting documentation for completeness, accuracy, and compliance before routing for processing.
• Reviews assigned PCard transactions and supporting documentation and ensures transactions are submitted through established processes within required timelines.
• Prepares purchasing, invoice, reimbursement, and service requests and maintains appropriate supporting records.
• Monitors assigned transactions and expenditures and assists department administration with routine fiscal tracking and reporting.
• Works with Shared Services and other university offices to research and resolve discrepancies involving assigned travel, purchasing, reimbursement, or other fiscal transactions.
• Advises faculty, students, and other departmental constituents on established procedures for routine travel and purchasing activities.

Events and Communications

• Coordinates administrative and logistical arrangements for departmental lectures, conferences, receptions, meetings, awards activities, and other academic events.
• Coordinates room reservations, event materials, routine purchasing, guest arrangements, and other event logistics.
• Maintains assigned departmental website content, directories, digital displays, and informational materials.
• Prepares and distributes departmental announcements, correspondence, instructional information, and other communications.
• Serves as a departmental contact for students, faculty, visitors, and other constituents and directs inquiries requiring specialized assistance to the appropriate resource.

Expected Salary:

The salary is $22-24/hourly.

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.

Required Qualifications:Bachelor's degree; or an equivalent combination of education and experience.

Preferred:

• Experience providing academic or administrative support in a higher education environment.
• Experience coordinating complex academic processes involving multiple programs, faculty, or student populations.
• Experience with course scheduling, registration, student records, graduate program administration, or instructional support.
• Familiarity with UF systems such as PeopleSoft, ONE.UF, UF GO, myUFL, Grade-A-Gator, or comparable higher education administrative systems.
• Knowledge of university policies and procedures related to academic administration, student records, travel, purchasing, and administrative operations.
• Strong organizational skills and demonstrated ability to coordinate multiple processes, priorities, and deadlines simultaneously.
• Strong written and verbal communication skills and the ability to work effectively with faculty, staff, students, and university offices.
• Demonstrated ability to analyze administrative issues, identify appropriate solutions within established guidelines, and recognize matters requiring escalation.
• Ability to review detailed records and information for accuracy and maintain organized documentation.

Special Instructions to Applicants:

To be considered for this position, please upload your cover letter, resume, and the names and contact information of three professional references.

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 Pagefor more specific information.

Health Assessment Required:No