Academic Program Spec II

  • University of Florida
  • United States
  • May 12, 2022
Full Time - Continuing

Job Description:

Classification Title:

Academic Program Spec II

Job Description:

Academic Programs Coordination:
Active Coordination with the Director and all engineering department representatives for all graduate recruiting programs such as Junior Preview, Spring Visit, Summer Undergraduate Research at Florida (SURF), undergraduate research programs, Ph.D. application fee waivers, Engineering National Graduate Institutional Name Exchange (ENGINE), NSF Fellowship Application workshops, other admissions and funding workshops, national conferences, individual prospective student campus visits, recruitment travel, recruiting presentations, international student recruitment via webinars and other electronic communication modes, close collaboration with current graduate students and student organizations, etc.

Liaison with the Graduate School, Office of Admissions, Housing and Residence Education, UF Salesforce Team & Pardot Communications, and UF vendors for collaboration with all Graduate School and Herbert Wertheim College of Engineering (HWCOE) recruiting events and programs.

Join and maintain membership in the National Association of Graduate Admission and Recruiting Professionals (NAGAP); attend some national conferences, network with colleagues from peer institutions, benchmark best practices, strive for annual improvement with HWCOE recruiting strategies and implementation

Program Budget Coordination:
Coordination of graduate recruiting budget, maintenance of all cost expenditures and spreadsheets, collaboration with HWCOE accounting staff, monitoring and tracking of receipts, electronic file storage, communication with graduate students and prospective graduate students, budget expenditure forecasting, payment to vendors, etc.

Coordination of Summer Undergraduate Research at Florida (SURF) budget. SURF currently entails budget for five UF Colleges and in excess of $500,000 annual expenditures.

Coordinates Engineering Graduate Student Council meetings (EGSC), schedules meetings, room reservations, presents topics, advertises for student attendance, catering logistics, etc. Coordination and maintenance of the EGSC annual budget.

Administrative Support:
Support for visiting prospective graduate students, catering, packets, agendas, program development, faculty appointment, current graduate student assistance, on-call support, last minute travel changes, accommodations for specialized needs, student organizations marketing, etc.

Maintain stock of graduate recruiting and admission materials, annual updates to graduate programs brochures and print ordering, UF shirts/polos, banners and signs, folders, portfolios, pens, iPads, bags, packets, flyers, other printed materials, etc.

Detailed administrative support for the Engineering National Graduate Institutional Name Exchange (ENGINE),, website edits, data sets, file uploads, timeline maintenance, institutional contacts, online permission access, participation agreements, student responses, etc.

Handles requests for current and prospective graduate student travel, travel reimbursement paperwork, receipt gathering, flight confirmation, airport shuttles arrangements, charter bussing, hotel liaison and student rooming lists, etc.

Liaison to HWCOE departmental graduate staff and graduate coordinators, maintain accurate lists, update contacts, call meetings, disseminate information, follow through on dept requests, etc.

Assist with data collection and dissemination, rosters of student prospects, applications, admissions, enrollment, tracking of prospect sources, etc. Access to University of Florida Salesforce & Pardot systems. Access to UF Office of Admissions CollegeNet and Slate Admissions Application systems.

Survey development, create and launch online surveys for all recruitment and admissions enrollment programs, track responses and reminders, download results, tabulate summaries and department responses, share with constituents, build slides for presentations.

In the Director’s absence, keeps him/her informed and reacts to messages, visits, inquiries and/or other requests. Handles all issues that can be accommodated and where circumstances require action that exceeds the position’s authority, contacts the Director for guidance or brings the matter to the attention of the appropriate administrator.

Independent authority/opportunity to propose procedures and practices to simplify the administrative functions of the office.

Screens incoming phone calls, emails, social meaid; responds directly or routes inquiries to destinations where they can be addressed.

Assist (but not solely responsible) with the Director’s calendar. Schedules and coordinates appointments. Schedules and makes arrangements for social gatherings, meetings, conferences, and seminars. Contacts those involved and prepares and distributes agendas/announcements.

Makes travel arrangements for the some graduate students assisting with Graduate Recruiting, the Director and prepares and forwards all required documents for reimbursement of expenses.

Program Marketing Support:
Website design, implementation and maintenance in close connection with HWCOE Marketing and Communications Office (MARCOM), Office of Academic Affairs website at, updating current information and pictures, creating new pages as necessary with establish templates, creating online forms, downloading data, YouTube Videos, etc. Maintain working knowledge of WordPress website editing software.

Ability to create slides and give presentations on a variety of student recruiting topics.

Other Assignments:
Performs related work as assigned and required to assist in the efficient operation of the office per the Director or the Associate Dean.

Expected Salary:

$50,000 - $55,000; commensurate with qualifications and experience

Minimum Requirements:

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

Preferred Qualifications:

Experience in student services or higher education administration.

Ability to make decisions and communicate effectively both verbally and in writing.

Ability to use a variety of computer software programs (Word, PowerPoint, Excel) and website applications (WordPress, Qualtrics).

Ability to compile and analyze data.

Knowledge of office procedures and policies.

Knowledge of university policies and procedures, especially student records.

Knowledge and ability to assist with fiscal transactions.

Special Instructions to Applicants:

In order to be considered for this position, applicant 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