Administrative Assistant II

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Job description

The Opportunity:

The Administrative Assistant II will work with the Office of Graduate Student Services, reporting to the manager. This position will provide administrative support to our entire team by triaging student phone calls and student walk-ins. This position will address questions, schedule meetings with an academic evaluator or coordinator for more in-depth questions; and alert the manager, director, or associate dean when the student has an emergency situation to address. In addition, the Administrative Assistant II will assist the academic evaluators with email requests, perform commencement-related tasks, and attend commencement to assist with the hooding ceremonies.

Responsibilities:

• Primary contact for questions about academic services, academic progress, and graduation for students who walk in or call the College of Graduate Studies.

• Utilize knowledge of graduate policy and student records to answer questions or escalate as applicable.

• Keep up to date with changes to graduate policy and how the updates impact student records.

• Work as a liaison with other departments and academic evaluators and academic support coordinators for complicated student issues and escalates emergency situations immediately to the manager, director, or associate dean.

• Make decisions for proper routing of the different types of issues and how to provide the most effective customer service.

• Maintain a phone log and follow up as needed to make sure that all questions are answered in a timely manner.

• Manage the Graduate Degree shared email address by responding to emails, filing emails into the proper archive and downloading documents needed by the academic evaluators and coordinators to review. Identify, share, track, and meet deadlines, as well as regularly participate in team communications to support as needed.

• Assist with commencement-related activities such as creating and checking commencement programs lists and confirming hooding advisors. Attend commencement ceremonies to assist with the hooding ceremony and diploma cover distribution.

• Assist with creating Medical Withdrawal, Graduate Petition, and A&S Committee packets, following up with students as needed.

• Other duties as assigned.

Minimum Qualifications:

High School Diploma or Equivalent and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information .

Preferred Qualifications:

• Two years of experience in administrative support roles, preferably in a university or similar setting.

• Proficiency in Microsoft Office, PeopleSoft, and Workday preferred.

• Prior experience in a customer service-oriented role with the ability to defuse tension, interact professionally, and provide courteous responses in inquiries.

• Strong organizational and multitasking abilities, with attention to detail.

• Able to maintain strict confidentiality pertaining to student records and other sensitive information.

• Excellent communication skills, both written and verbal, with the ability to collaborate effectively with various stakeholders. .

• Ability to work independently and collaboratively within a team environment.

• Capable of applying critical thinking skills and taking a proactive approach to potential issues.

• Previous data entry experience.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you'll play an integral role at one of the most impactful universities in the country. You'll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you'll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and you'll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks! UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program

• Paid time off, including annual and sick time off and paid holidays

• Retirement savings options

• Employee discounts, including tickets to many Orlando attractions

• Education assistance

• Flexible work environment

• And more For more benefits information, view the UCF Employee Benefits Guide .

Dive into our Total Rewards Calculator to discover the diverse selection available to you, giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

Unless explicitly stated on the job posting, it is UCF's expectation that an employee of UCF will reside in Florida as of the date the employment begins.

Department

Graduate Studies

Work Schedule

Monday-Friday, 8:00 AM to 5:00 PM
Schedule may vary as required.

Type of Appointment

Varies

Expected Salary

$17.64 to Negotiable

Job Posting End Date

11-20-2024-12-00-AM

Veteran's Preference:

Preference will be given to eligible veterans and their eligible spouses in accordance with Chapter 295 of the Florida Statutes. Applicants claiming preference are responsible for providing required documentation by the closing date of the position. For more information on Veterans' Preference, please visit

Equal Employment Opportunity Statement:

The University of Central Florida is an Equal Opportunity/Affirmative Action Employer including Disabled/Vets. Click on UCF's Equal Opportunity Statement to view the President's Statement.

The UCF affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office of Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.

As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request.

The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.

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