Academic Program Specialist

Overview

Apply now Job no: 538437
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Office/Administrative/Fiscal Support
Department:  - EG-ACADEMIC PROGRAMS

Classification

Title:

Academic Program Spec I

Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.

Event Planning

• Catering, packets, agendas, faculty appointments, current graduate student assistance, on-call support, last-minute travel changes, accommodations for specialized needs, student organizations marketing, etc.
• Liaison between UF vendors for collaboration with all Graduate School and HWCOE recruiting events and programs.
• Coordinates recruitment webinars.
• Handles arrangements for current and prospective graduate student travel, travel reimbursement paperwork, receipt gathering/submission, flight confirmation, airport shuttle arrangements, charter bussing, hotel liaison and student rooming lists, etc.

Administrative Support

• Liaison to HWCOE departmental graduate staff and coordinators.
• Coordinates access to Graduate Recruiting Shared Server.
• Assist with collecting rosters of student prospects, applications, admissions, enrollment, tracking of prospect sources, etc.
• Access to UF Office of Admissions College Net and Slate admissions application systems.
• Assists with Director/Assistant Director’s calendars as needed. Schedules and coordinates appointments, meetings, conferences, and seminars. Contacts involved parties and prepares and distributes agendas/announcements/reminders.
• Screens incoming phone calls, emails, social media; responds directly or routes inquiries to proper individual.
• Maintains office supplies for Graduate Recruiting Office.

Marketing Support

• Annual updates to graduate program brochures and print ordering, UF shirts/polos, banners and signs, folders, portfolios, pens, iPads, bags, packets, flyers, other printed materials, etc.
• Manages the HWCOE Graduate Student Affairs, SURF program, and ENGINE websites in coordination with the Director/Assistant Director, HWCOE Marketing & Communications (MARCOM) Office, and Office of Academic Affairs.

Fiscal Assistance

• Reconciles all financial transactions for HWCOE graduate recruiting (receipts, vouchers, invoices, UFGO, Concur, P-card, etc.).
• Maintains accurate and organized files for receipts, invoices, purchase orders, etc.

Other

• Performs related work as assigned and assists in the efficient operation of the office per the Associate Dean/Director/Assistant Director

51-55K

Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.

• Experience in graduate student services/recruitment or higher education administration.
• Experience in website management and proofreading.
• Experience with coordinating student Zoom webinars.
• Experience with UFGo and Concur.
• Ability to make decisions and communicate effectively both verbally and in writing.
• Familiar with a variety of computer software programs (Microsoft Office Suite especially Excel, Microsoft Creative Suite, Word Press, Qualtrics, Zoom Webinars, UFGO/Concur, Slate).
• Ability to compile, organize, and analyze data.
• Knowledge of general office procedures and policies.
• Knowledge of university policies and procedures, especially student records.
• Knowledge of UF fiscal policies.
• Event planning experience (contacting UF caterers/preferred vendors, reserving event spaces, creating menu options within budget).
• Knowledge of federal student privacy laws (FERPA).

In order to be considered for this position, you must upload a cover letter and resume with application.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment

Required:

No

Advertised: 20 Jan 2026 Eastern Standard Time
Applications close: 03 Feb 2026 Eastern Standard Time

The University of Florida is an Equal Employment Opportunity Employer.

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