Academic Assistant II - Office of Student Affairs - College of Medicine
About The Position
The Academic Assistant II provides high-level administrative and operational support to the Office of Student Affairs by serving as the primary point of contact for students, faculty, staff, and visitors, maintaining student records, coordinating calendars and compliance tracking, and supporting a variety of student programs and services. The role also manages routine office operations, including invoice processing, supply management, room reservation requests, and the preparation of documents and reports. About This Role: Student Affairs Support Serve as the primary point of contact for students, faculty, staff, and visitors by greeting guests, responding to inquiries, and managing incoming phone calls, emails, mail, and deliveries. Oversee and maintain accurate records of student ID cards, fob requests, and general access requests, ensuring appropriate documentation and timely processing. Manage office supply inventory, including ordering, receiving, and distributing supplies. Update and maintain websites and Canvas pages to support communication efforts. Process and reconcile departmental invoices ensuring accuracy and compliance with university procedures. Program Support Provide administrative and logistical support for student programs, initiatives, and events, including preparation, coordination, and on-site assistance. Manage and track bookings and calendars for all student support services to ensure efficient scheduling and resource utilization. Track and monitor compliance documentation for MD students, ensuring completion, accuracy, and adherence to program requirements. Operations Support Coordinate requests related to room reservations, technology needs, facility services, and building operations; collaborate with appropriate units to address repairs, maintenance, and service needs. Prepare routine documents, correspondence, spreadsheets, and reports on behalf of the Office of Student Affairs, ensuring accuracy, professionalism, and timely distribution.
Requirements
- High school diploma or equivalent and three years of relevant experience.
Nice To Haves
- Experience supporting staff and faculty in an academic/higher-education setting.
- Experience with Microsoft Office Suite and Adobe applications.
- General knowledge of academic office operations.
- Proven ability to prioritize and coordinate assignments.
Responsibilities
- Serve as the primary point of contact for students, faculty, staff, and visitors by greeting guests, responding to inquiries, and managing incoming phone calls, emails, mail, and deliveries.
- Oversee and maintain accurate records of student ID cards, fob requests, and general access requests, ensuring appropriate documentation and timely processing.
- Manage office supply inventory, including ordering, receiving, and distributing supplies.
- Update and maintain websites and Canvas pages to support communication efforts.
- Process and reconcile departmental invoices ensuring accuracy and compliance with university procedures.
- Provide administrative and logistical support for student programs, initiatives, and events, including preparation, coordination, and on-site assistance.
- Manage and track bookings and calendars for all student support services to ensure efficient scheduling and resource utilization.
- Track and monitor compliance documentation for MD students, ensuring completion, accuracy, and adherence to program requirements.
- Coordinate requests related to room reservations, technology needs, facility services, and building operations; collaborate with appropriate units to address repairs, maintenance, and service needs.
- Prepare routine documents, correspondence, spreadsheets, and reports on behalf of the Office of Student Affairs, ensuring accuracy, professionalism, and timely distribution.
Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
1-10 employees
