Academic Assistant II--Graduate Coordinator

Academic Assistant II--Graduate Coordinator

Apply now Job no: 538810
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department:  - LS-PHYSICS-GENERAL

Classification

Title:

Academic Assistant II

High school diploma or equivalent and three years of relevant experience.

Job Description:

[25%] Assist in recruiting suitable candidates for Ph.D. Graduate Program in the Department of Physics, initiate and maintain correspondence with prospective foreign and domestic graduate students via US and foreign mail, telephone, and email. Provide application materials to domestic and foreign students and assist with online applications as needed. Process incoming student applications, prepare individual student files, and copy pertinent materials to UF Admissions and dean’s office.

Track student application data including TOEFL scores, TSE scores, GRE scores, transcripts, assistantship forms, fee payment, and letters of recommendation for review by the Graduate Recruitment and Admissions Committee. Prepare letters of admission, appointment, and fellowship offers. Work with the International Center to arrange for international student admissions and appointment, including gathering I-20 documentation. Assist with graduate recruiting and informational and orientation events, including visits of prospective graduate students.

[25%] Hire graduate students in accordance with UF HR procedures and policies. Prepare and enter graduate student letters of appointment, tuition waivers, and payroll information each semester for teaching and research assistants. Process, track and administer graduate fellowships. Process summer appointments via work break file. Update and maintain graduate student budget and appointment records for department chair. Complete all letters of appointments and fee waivers in a timely manner to meet deadlines.

[20%] Register graduate students and create research course sections as needed for faculty supervision of research. Enter and update graduate student and faculty advisor data in GIMS. Prepare teaching assignment list each semester in collaboration with department administration, Announce and prepare forms for admission to candidacy as well as thesis and/or final examinations for the Graduate School. Track student progress toward candidacy and graduation and administer graduate evaluations.

This includes maintaining individual graduate student academic records, monitoring grade point averages, and notifying students of unsatisfactory progress. Maintain an Alumni Graduate Student Tracking Report including the year and degree earned, committee chair, and forwarding address. Assist students with forming their supervisory committee; maintain a list of each student’s supervisory committee. Work with Academic Spoken English Dept. to arrange for speaking test and the scholarly writing test.

Work with  services to arrange for student identification.

[15%] Assist and counsel Department of Physics graduate students with academic problems and procedures in person or via e-mail. Advise on services and processes available for the students ist department administration with all areas of graduate curriculum planning. Act as liaison for students needing assistance from the Graduate School or UF administration. Attend the graduate program committee meeting..

[10%] Assist in web and publicity functions of the Department by updating the website and directories, sharing photographs and news of social functions and events in the Department. Work with department administration to maintain and update recruiting materials and webpages for the graduate program. Serve as a backup for the Undergraduate Program Assistant and other Student Services personnel.

[05%] Other duties as assigned.

The Department of Physics is seeking an Academic Assistant II to provide administrative support for the department’s graduate program. This position works closely with the Department Chair and Graduate Coordinator and supports multiple graduate committees, with responsibility for coordinating graduate program…