Academic Program Specialist

Job Title: Program Coordinator for Graduate Recruiting and Undergraduate Research

Classification

Title:

Academic Program Spec I

This position has the title of Program Coordinator for Graduate Recruiting and Undergraduate Research and serves as program coordinator and assistant to the Director and Assistant Director of Graduate Recruiting and Undergraduate Research at the Herbert Wertheim College of Engineering. Works with staff, current and prospective students, College and University administration, and University vendors. Coordinates and assists with matters including, but not limited to, graduate student recruiting, admissions, records, undergraduate research, fiscal management, and website/social media management.

Exercises independent judgment and decision-making, and communicates effectively verbally and in writing. Handles confidential files and communications with discretion. Uses a high level of attention to detail.

Working hours:

Monday – Friday, 8:00 a.m. – 5:00 p.m., with flexibility required for evening, weekend, and holiday work for major recruiting events. Out‑of‑state and overnight travel may be required.

• Organizes catering, swag/info packets, current student volunteers, travel assistance, housing accommodations, etc. for graduate recruitment events
• Serves as primary contact between UF vendors for collaboration with all HWCOE recruiting events and programs
• Manages room reservations for all graduate recruiting and Engineering Graduate Student Council events
• Coordinates prospective and admitted student webinars via Zoom
• Handles all aspects of travel arrangements for prospective graduate student travel (hotel liaison, charter bussing, airport shuttle arrangements, reimbursement processing)
• Manages the Lunch & Lab with a Graduate Student program
• Serves as the primary contact for UF Housing for all graduate recruiting events

• Manages annual updates to event signage, swag ordering, recruitment display materials, and various graduate recruiting event advertising
• Manages all HWCOE Office of Graduate Recruiting websites (Graduate Student Affairs, SURF‑REU Program, ENGINE), including new page creation, content creation (text, videos, online forms, pictures, galleries, etc.) in coordination with the Director/Assistant Director and HWCOE Marketing & Communications team
• Responsible for creating and implementing a social media plan for HWCOE Office of Graduate Recruiting
• Manages office digital signage (LED TV display near main office) geared toward current UF students

• Reconciles all financial transactions for HWCOE Office of Graduate Recruiting (receipt/invoice collection, p‑card, UFGO, Concur)
• Maintains accurate and organized files/spreadsheets for receipts, invoices, purchase orders, etc.

• Provides calendar/schedule support for Director/Assistant Director as needed
• Maintains office supplies for Office of Graduate Recruiting
• Responds promptly and appropriately to email inquiries
• Performs related work as assigned and assists in the efficient operation of the office per the Associate Dean/Director/Assistant Director

• Required: Bachelor's degree and two years of relevant experience, or an equivalent combination of education and experience.
• Preferred: Ability to demonstrate proficiency in Microsoft Office Suite, especially using Microsoft Excel to organize data.
• Bachelor's degree and two years of relevant experience, or an equivalent combination of education and experience.
• Experience in graduate student affairs/recruitment or higher education administration.
• Experience with UF technical/computing platforms:
  • Computing (Word Press website management, UF Zoom Meetings & Webinars, Qualtrics, Canva)
  • Fiscal (UFGO, Concur, P-card)
  • Admissions (College Net, Slate, Salesforce/Pardot)
  • Social Media (Linked In, Instagram, Whats App, etc.)
• Knowledge of UF policies and procedures (student records, fiscal management, FERPA, event planning)

Final date to receive applications: 05 June 2026

Equal Employment Opportunity: The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. 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) or visit Accessibility at UF.