Academic Assistant III - Languages, Literature and Culture

Academic Assistant III - Languages, Literature and Culture

Job no: 541157
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Student Services, Veteran's Preference Eligible
Department:  - LS-LANGUAGE LITERATURE&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…