Academic Services Administrator

Job Description

Organizational Summary:

The University of South Florida College of Education serves a community of over 2,200 students and 130 faculty members dedicated to advancing high-quality education through excellence in research, teaching, and learning. Accredited by the Council for the Accreditation of Educator Preparation (CAEP) and fully approved by the Florida Department of Education, the college offers innovative teacher training and collaborative graduate programs aimed at developing educational leaders.

In partnership with school districts across the Tampa Bay region, the college is committed to extending proven educational initiatives and exploring new approaches to preparing lifelong learners. Whether pursuing initial teaching certification or advancing professional development through graduate studies, the college provides comprehensive resources and support to help students achieve their educational and career goals.

Position Summary:

The College of Education offers graduate programs that prepare students to become leaders, researchers, and scholars through personalized instruction and research opportunities. The Academic Services Administrator supports this mission by managing academic program planning, implementation, and evaluation for designated graduate programs. This role performs administrative and analytical work directly related to academic instruction, including curriculum coordination, accreditation compliance, and student progression monitoring.

It requires extensive knowledge of university policies, discretion in decision-making, and collaboration with faculty and university offices to ensure academic standards and program integrity.

Responsibilities

Duties/Responsibilities:

Graduate Program Management & Student Progression:

• Oversight Manage all academic processes and progression milestones for assigned graduate programs.
• Conduct semesterly audits of student records to monitor progress, identify concerns, and resolve issues proactively.
• Review and approve academic benchmarks including Comprehensive Exams, Qualifying Exams/Candidacy, Dissertation/ETD requirements, and Graduation clearance.
• Serve as the primary liaison to students, faculty, and university offices regarding academic progression and policy interpretation.

Processing of Graduate Forms & Academic Records Management:

• Process, evaluate, and maintain all graduate student forms, including Planned Programs, Petitions, Transfer Requests, Change of Major/Concentration, Leaves of Absence, and Time Limit Extensions.
• Ensure all documentation is accurate, complete, and compliant with university policies and Graduate Studies regulations.

Academic Standing & Probation Management:

• Monitor probation reports for assigned programs and perform detailed evaluation of student academic standing.
• Communicate expectations, required actions, and timelines to students and faculty to support resolution of probation status.
• Maintain accurate documentation and ensure compliance with Graduate Studies standards.

Interdepartmental Collaboration & Policy Compliance:

• Collaborate with program faculty, Graduate Studies, Registrar's Office, and college leadership to resolve complex student issues.
• Serve as a subject-matter resource on graduate academic policies, procedures, and compliance requirements.
• Provide guidance and support to faculty and staff to ensure consistent implementation of university academic policy.

University Meetings, Communication, & Information Dissemination:

• Attend university-wide meetings, workshops, and training related to graduate education policy and procedure.
• Communicate relevant updates, policy changes, and process adjustments to GSO staff, program faculty, and students.

Performs other duties as assigned.

Qualifications

Minimum Qualifications:

This position requires a bachelor's degree in education or a field of study related to academic planning and curriculum management, and a minimum of three (2) years of relevant academic experience.

Degree Equivalency Clause:
Four years of direct experience for a bachelor's degree.

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