Undergraduate Academic Affairs Coordinator Contract

Job No: 533978
Work Type: Staff
Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Veteran’s Preference
Eligible
Department: 13010100 – COTA-DEAN’S OFFICE-GEN ADMIN

Job Description

Classification Title:

Undergraduate Academic Affairs Coordinator

Job Description:

Position: Full-time, 12
month, TEAMS staff position
UF Title: Academic Assistant III
Date of Expected Hire: As soon as
possible, with flexibility based on candidate availability

The College of the Arts Dean’s Office seeks an Undergraduate Academic
Affairs Coordinator to serve as the primary administrative coordinator of all undergraduate student academic services, under the guidance of
the Associate Dean of Academic Affairs. This position acts as the primary liaison between the UF registrar’s office, the College, the six
College units (3 schools, 2 centers and 1 institute), and the New World School of the Arts (NWSA), which is an arts magnet school located in
Miami, Florida. Role responsibilities include processing admission, graduation, and transfer paperwork for all undergraduate students in
those units listed above. These processes also include administering degree certifications, student petitions, grades and grade appeals,
honor certification, degree reinstatements and any additional related processes.

The successful candidate must possess a bachelor’s
degree or an equivalent combination of education and experience and will preferably bring at least two years of experience working a large
business or educational system; collaborative, clear and patient written and verbal communication skills and exceptional organization
skills.

The University of Florida College of the Arts intends to be a transformative community, responding to and generating
foundational shifts in the arts and beyond. As business and academic professionals, artists, scholars, advisors, and teachers, we, the staff
of the College, embrace the complexity of our evolving human experience and seek to empower our colleagues, students, and faculty to respond
to and shape that experience fearlessly through critical thinking, creativity, constructive questioning, and respectful dialogue. We seek a
colleague who engages with openness and enthusiasm for the work and the mission of the college. We seek a colleague who possesses skills in
designing and facilitating work that advances curiosity, inclusion, open intellectual discourse, and the well-being of all in an environment
of complex diversity. We seek a colleague who identifies as a trusted steward of resources, balancing institutional requirements and the
demand for innovative solutions.

The University of Florida is an equal opportunity institution dedicated to building a broadly
diverse and inclusive faculty, staff and student body.

Responsibilities:
Serves as a liaison between UF
Registrar’s office, students and dean’s office managing information and processes related to transfer student admissions, as well as
graduation and degree certification and retroactive degree certification memos for all COTA undergraduate students, certifying degrees,
administering degree-processing activities including student petitions, grade appeals, application processing, output distribution, diploma
reorders, degree certifications, honors certification, and degree reinstatements. Processes grade changes. Enters some (very few) courses
into the UF Course Scheduling system. Registers some students into those specific courses.

Assists with the coordination of the
college’s commencement, recognition, and convocation ceremonies, in collaboration with the Strategic Events Coordinator and under the
general direction of the Associate Dean for Academic Affairs.

Communicates relevant student services information to unit directors,
faculty and staff. Maintains student database and enrollment management. Processes the dean’s list letters each term and prepares the
National Dean’s List roster annually. May serve as backup advisor in advising and registration of current and preview students.

Processes grade changes and approves department grade coordinators college wide. Reminds all college faculty of grade entry
deadlines. Specifically assigns graders for two College centers and any courses housed in Dean’s Office department ID.

Reminds all
college faculty of syllabus upload deadline, adding new courses when needed.

Sends out (“publishes”) faculty evaluations for two
college centers and for courses housed in the Dean’s office department ID.

Completes Academic Activity Reporting for two centers and
one institute within the College. Coordinates Textbook Adoptions college-wide.

Assists Student Lifecycle Specialist in staffing
events related to the undergraduate student experience, including Preview and other orientation events.

Serves as the college
liaison with NWSA. Works directly with staff at NWSA as it relates to UF students and coordinates other appropriate academic activities
involving the partnership between UF, COTA and NWSA. This function includes:

• Completing HR action requests (IPIFs) to affiliate NWSA
  faculty with UF through the Courtesy hire process and/or Identity Management process, keeping those records updated, informing the College
  HR office when to make changes or extend;
• Acting as the NWSA Department Security Administrator, including completing the paperwork
  necessary for access to student services functions.
• Maintains individual student transfer records, processes degree audits and
  audit reconciliations, course corrections, drop/add processes, confirm ARH Minor approvals

Location and Schedule:
Normal Work Schedule: Monday – Friday 8am-5pm with a 1 hour lunch. Specific schedule negotiable with the parameters of a 40 hour
work week. Approximately 3 times per year required weekend or after-hours events support. Normal schedule will be adjusted to avoid
overtime.

Location: Required 1 day/week (on average) physical presence at an office in the College of the Arts Dean’s Office, Fine
Arts Building A, UF Main Campus, Gainesville, FL 32611. Required physical presences at weekend/after-hours College events which occur
approximately 3 times per year. Remainder of the required time worked can be remote.

THE COLLEGE OF THE ARTS: The
mission of the College of the Arts is to be a transformative community, responding to and generating paradigmatic shifts in the arts and
beyond. We achieve the university’s mission by training professionals and educating students as artists and scholars, while developing their
capacities for critical study, creative practice, and provocation. The College offers baccalaureate, masters, and doctoral degrees.
Approximately 1,700 students are pursuing majors in degrees offered by the College of the Arts under the direction of 135 faculty members in
its three accredited schools- the School of Art + Art History, the School of Music, and the School of Theatre + Dance, and in the Center for
Arts in Medicine, the Digital Worlds Institute, and the Center for Arts, Migration, and Entrepreneurship. In addition, the college comprises
the University Galleries, and the University level of the New World School of the Arts in Miami.

The University of Florida:
The University of Florida is a comprehensive learning institution built on a land grant foundation, ranked one of the top five best
public universities in the nation in U.S. News & World Report. We are The Gator Nation, a diverse community dedicated to excellence in
education and research and shaping a better future for Florida, the nation and the world. Our mission is to enable our students to lead and
influence the next generation and beyond for economic, cultural and societal benefit. UF is a graduate research institution with more than
50,000 students and membership in the prestigious Association of American Universities. Gainesville, which is consistently ranked as one of
the nation’s most livable cities, is located midway between the Gulf of Mexico and the Atlantic Ocean. Together, the University and the
community comprise the educational, medical and cultural center of North Central Florida, with outstanding resources such as the University
of Florida Performing Arts (Phillips Center for the Performing Arts, the Squitieri Studio Theatre, the Baughman Center, University
Auditorium), the Harn Museum of Art, the Florida Museum of Natural History and in the community, the Hippodrome State Theatre and Dance
Alive National Ballet.

In addition to salary, the University of Florida (UF) offers low cost State Health plans, a number of Dental plans to fit you and your family’s needs,
and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident
insurance are also available.

UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays,
personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4
personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the
flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

Build a retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457
deferred compensation and 403(b) plans.

UF Employees are also eligible for the GatorPerks discount program, which provides big savings at various business and retailers!

Explore UF’s plethora of benefit options here: TEAMS Benefits

Expected Salary:

$48,600 ($23.28/hour) – $52,600
($25.19/hour) based on qualifications, with a comprehensive and highly competitive leave and benefits package

Minimum Requirements:

Bachelor’s degree; or an equivalent combination of education and experience. For example, an Associate’s degree and 2 years of
relevant experience or a high school diploma and 4 years of relevant experience.

Preferred Qualifications:

The successful
candidate will meet some of the following:

• More than 2 years of experience working in a large educational institution/system,
  preferably higher education.
• Experience working as a liaison between customers (preferably students) and central
  institutional/business offices to provide services to those customers.
• More than 2 years of experience successfully utilizing
  Teams, Excel, Outlook and Word.
• Evidence of the ability to learn and successfully utilize new, complex institution-wide software
  such as enrollment, student information systems, and data analytics software.
• Collaborative, clear, and patient written and verbal
  communication skills with a communications and organizational sophistication that allows for appropriate judgement on when to seek
  assistance from colleagues or supervisor. Written communication (emails, for example) is of the utmost importance.
• Evidence of
  successful self-organization, especially possessing skills and strategies for keeping oneself and others aware of and meeting
  deadlines.
• Evidence of the capacity to reasonably predict and understand obstacles to faculty and student compliance with policies
  and procedures and communicate proactively to ensure as much compliance success as possible.
• Evidence of skill in facilitating
  administrative work that advances curiosity, inclusion, open intellectual discourse, and the well-being of all in an environment of complex
  diversities.

Special Instructions to Applicants:

Application Deadline: Review of applications will begin
immediately. All application documents must be submitted by 11:55pm on December 15, 2024.

Application Process:
Applications must be submitted via the University of Florida’s online application system. Online applications must include the following:
(1) a detailed letter of application that explains how you match the particular qualifications of this position; (2) a resume; (3) names and
contact information of three professional references. The Search Committee may request additional materials at a later time, including
obtaining UF engaged and/or other personnel files from UFHR for current or previous UF employees.

Inquiries may be sent
to:
Marshall Haning (Associate Dean of Academic Affairs) mhaning@ufl.edu
or Victoria Masters
Chair,
Academic Assistant III Search
Email: vickiwho@ufl.edu

Applications will not
be removed from consideration based solely on AI software review.

If an accommodation due to a disability is needed to apply for
this position, please call +1 (352) 392- 2477or the Florida Relay System at +1 (800) 955-8771 (TDD). Hiring is contingent upon eligibility
to work in the US. Searches are conducted in accordance with Florida’s Sunshine Law.

This position is eligible for veteran’s
preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for
consideration. See our Veteran’s Preference
Page for more specific information.

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

Health
Assessment Required:
No

Applications Close: 15 Dec 2024

To apply, visit https://explore.jobs.ufl.edu/en-us/job/533978/undergraduate-academic-affairs-coordinator

The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation,
gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status
in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration,
benefits, and training.