Academic Program Spec I

Classification Title:

Academic Program Specialist I

Job Description:

Provide operational support for academic programs
The Office of Research and Graduate Studies in the College of Veterinary Medicine has the responsibility for administering graduate programs in Veterinary Medical Sciences, Preventive Veterinary Medicine, and the newly launching programs in Comparative Biomedical Sciences. This position implements and coordinates all matters pertaining to graduate and administrative policies and procedures, including:
• Maintaining the budget for the college's graduate assistantship program
• Managing appointment, revisions and termination of all graduate assistants on department budget
• Developing an annual waiver authority budget and providing reports of each term expenditures
• Assisting the respective departmental graduate coordinators to oversee and coordinate program operations
• Creating and submitting petitions to the Graduate School
• Advising program coordinators of possible policy that will be permitted in keeping with knowledge of Registrar rules and procedures
• Managing grade changes for all programs.

Coordinate and process trainee admissions on PeopleSoft's E-Referral and GIMS system
• Assemble/distribute graduate applications to the appropriate graduate coordinator.
• Notify applicants of missing materials.
• Act as college level authority for conditional approval on PeopleSoft E-referral system.
• Establish and maintain academic records for matriculating graduate students.
• Maintain database of Supervisory Committees in the GIMS system.
• Advise graduate faculty of policy and special appointment procedures.
• Enter/ Track graduate faculty appointment requests.
• Process on-line submission of required graduate school forms.
• Oversee graduate student records to insure program requirements are met for graduation.
• Input final grades for all graduate, certificate and distance education course.
• Enter grade coordinators for certificate and distance ed courses as needed each term.
• Coordinate new student orientation.
• Maintain graduate student listserv.
• Distribute announcements of deadlines and events.
• Certify graduates each term.
• Manage online graduate course evaluations and tracking
• Manage each student's record in the graduate school GIMS system.

Maintain course scheduling and curriculum operations
• Create a schedule of courses each term.
• Provide interpretation of graduate school regulations to advise faculty and administrators.
• Recommends to Associate Dean and graduate faculty procedures and solutions in keeping with graduate school policy.
• Process non-degree and degree program applications and oversee registration, drop/adds and tuition payment operations.
• Complete instructor workload for all the graduate curriculum. Provide degree program requirement information to visitors.
• Create/track new course requests and modify existing curriculum in the approval.ufl.edu system.
• Input course delivery options for each course each term in the DLFS system in ISIS Admin.

Assists with data collection for College Accreditation and other Reporting
• Assists with data collection and providing outcome assessment reports to Associate Dean as required by accrediting organizations.
• Provides information for Comparative Data reports.

Acts as liaison to College Graduate Studies Committee, Veterinary Graduate Students Association, and Commencement activities
• This position assists with scheduling meeting, creating agendas, and providing administrative support to prepare reports and compile program data as needed.
• Maintains Associate Dean's calendar.
• Manages submissions, review of nominations for the annual Phi Zeta Research Emphasis Day. Prepare plaque and cash awards for the recipients. Manage preparation and
distribution of International Student Awards.
• Acts as liaison to UF President's Office and identify/coordinate providing college Faculty Marshals for each Master's and PhD commencement (Fall, Spring, Summer). Provides
information on informational Marshal meetings, provide transportation to meetings. Act as college representative at each commencement when a student participates. Identify college
escort for each graduating PhD student and enter information in GIMS system.
• Acts as liaison with the Veterinary Graduate Students Association coordinating multiple college social events and graduate student travel.
• Prepares student progress reports to each graduate coordinator on their respective students for the Graduate Studies Committee.
• Oversees implementation of new graduate programs scheduled by the college.
• Represents college at annual Graduate School Information Day on campus and provide information and answer questions to undergraduates.
Advertise student final defense. Schedule seminar rooms for students.
• Plans and coordinates CVM Research & Phi-Zeta Celebration event (April), CVM Graduate Student Recognition Ceremony (May), and CVM Graduate Student Appreciation Week (date TBD) in consultation with the Associate Dean and Director.

Expected Salary:

$48,000 - $59,500

Minimum Requirements:

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

Preferred Qualifications:
• Knowledge of college and campus regulations, policies and procedures on admissions, registration and CVM program and/or graduate degree requirements
• Must maintain professional demeanor as this position represents the department and college to other faculty, campus administrators, co-workers and the public.
• Must have ability to make decisions and act independently of Associate Dean managing curriculum, advising students, faculty.
• Ability to communicate effectively and interact well with students both verbally and in writing.
• Ability to write correspondence and maintain student and fiscal records accurately.
• Ability to manage multiple ongoing projects simultaneously. Ability to work with different campus agencies effectively.
• Ability to find solutions to difficult bureaucratic problems. Ability to network with other agencies and campus on projects requiring team effort.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of references.

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

Health Assessment Required:
No

Advertised: 19 Aug 2024 Eastern Daylight Time
Applications close: 09 Sep 2024 Eastern Daylight Time