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Employment Type:
Full time
Job Category:
Academic Program Specialist II
(This job is no longer available)
University of Florida | Gainesville, FL
Grad Date

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Job Description

Classification Title:

Academic Program Specialist II

Job Description:


Graduate Council Support - Provides support to the Assistant Dean in preparation of Graduate Council items. This includes taking minutes at Graduate Council, reviewing all proposals, and providing initial technical review for Graduate School staff. Monitors the approval tracking system for Graduate Council items for appropriateness of attachments, completeness of submitted requests, etc. Maintains spreadsheets for tracking proposals from their initial conception and collaborates with Graduate Records staff to assist with final documentation for Graduate School student and program files.

Graduate Curriculum Committee Support - Provides support to the Associate Director in preparation of Graduate Curriculum Committee Meeting materials, by preparing all agendas and coordinating all proposals through an online tracking system from start to finish. Monitors the approval tracking system for graduate courses for appropriateness attachments, and completeness of submitted requests. Duties may also include tracking and follow-up with the university Registrar and state inventory system in order to cross-check offerings within the Graduate Catalog. Maintains a system for tracking course proposals from their initial conception through completion and ensures final documents, communicating appropriately with faculty and staff in UF academic units to provide timely and accurate service for their needs.


This position is responsible for coordinating and inputting updates from all departments and disciplines for the Graduate Catalog, including review for format, quality of presentation, grammatical usage, and technical consistency. This position is responsible for verifying accuracy of curricular items as related to individual program files for each graduate major offered by the University of Florida. Works closely with the Graduate Records Office, Data Management, and Administration, to ensure the accuracy of academic programs and courses listed as contributing to major credit and elective credit pools for each graduate program offered by the University of Florida. This includes the following:

Inputting updates from all departments and disciplines into the Graduate Catalog; reviewing proposed updates for consistency, accuracy, and appropriateness; using knowledge of UF Graduate School policies and history to make recommendations for changes to the catalog information; verifying accuracy of curricular items, as related to individual program files for each graduate major offered by the University of Florida;

Creating/maintaining a coherent system of clear and accurate curriculum information; working with and coordinating between the catalog management system (a vendor-licensed product), in-house developed software/databases, and external databases of curriculum information;

Creating annual and monthly workflows for the input/export of the catalog information within the Graduate Catalog, additional database tracking systems, and the academic program files. Maintenance of the Academic Calendar, which includes coordinating with a number of offices, both internal and external to the Graduate School. Under the direction of the Associate Director and with guidance from administrators within the Office of the University Registrar and the UF Graduate School, manages the preparation of the University of Florida's Graduate Catalog schedule in order to meet the strict publication deadlines set by the Associate Director and the University.

Communicating and coordinating appropriately with UF personnel throughout all graduate departments at UF, including, the Graduate School staff (Graduate Records Office, Data Management, and administration), the Registrar's Office, and external administration personnel regarding the use of catalog information, providing timely and accurate responses and services for their needs.


This position heavily assists the Associate Director of the Editorial Office and the Assistant Dean of the Graduate School with a number of special assignments as needed. These may include projects such as

* Editing and updating information sheets used by graduate departments to acquaint prospective students with the University of Florida

* Writing and editing sections of Graduate Education publications, which may include not only the Graduate Catalog but a multitude of other publications, such as the Graduate Student Handbook, recruitment brochures, orientation materials, etc.

* Facilitating better communication with other units and interacting as a liaison with staff, students, faculty, etc. for the Editorial Office when needed.
* This position may assist with the certification process for all theses and dissertations at the end of the semester, verifying completeness and validity of each digital file and student forms before transmittal to the University of Florida Libraries for permanent archiving.

* Additional further duties as assigned

Expected Salary:

Commensurate with Education and Experience

Minimum Requirements:

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

Preferred Qualifications:

Master's degree in an area related to publishing and/or archival processes.

Master's degree in an appropriate area of specialization with three years applicable experience; or a bachelor's degree in an appropriate area of specialization with four years applicable experience.

o A degree in English and/or library science

o Strong skills in information organization

o Familiarity with relational databases and data-querying languages

o Familiarity with document management and understanding the lifecycle of digitally born documents

o Strong skills in product management

o The ability to evaluate current processes and suggest improvements; to collect and analyze data to use in determining options and alternatives; to determine needs and schedule time to assign resources appropriately

o Ability to work independently, to do in-depth research and make informed decisions, to think creatively to find solutions that work for all parties, and to devise and advocate for continuing improvements to ongoing processes. Professional telephone etiquette and interaction with faculty, staff, and students.

o Acute ability to interpret policies and regulations

o Knowledge of the different master's, engineer, specialist, and doctoral programs offered by UF and their particular variances, coupled with knowledge of UF Systems, such as the Student Information System (SIS), the Graduate Information Management System (GIMS), Microsoft Office Professional Suite, PeopleSoft (UF Portal), and a variety of software and email systems.

Special Instructions to Applicants:

In order to be considered, applicants must provide a cover letter, resume and list of professional references.

A criminal background check is required.

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

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required: No