Graduate Studies Assistant

InsideHigherEdGainesville, Florida, United States

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Graduate Studies Assistant

Job No : 537398

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Academic Advising / Support, Communications / Public Relations / Marketing, Office / Administrative / Fiscal Support

Department : 13010100 - COTA-DEAN'S OFFICE-GEN ADMIN

Job Description

Classification Title :

Academic Assistant III

Classification Minimum Requirements :

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

Job Description :

The College of the Arts invites applications for the Graduate Studies Assistant (Academic Assistant III) position in the Dean's office. This position provides advanced administrative support for the college's graduate programs, managing graduate student processes from admission through graduation, ensuring accurate records, efficient workflow, and clear communication among students, faculty, and university offices. The role requires a detailed understanding of graduate academic policies and the ability to use technology to streamline procedures and maintain data integrity. The assistant works closely with Senior Associate, Graduate Studies, as well as unit graduate coordinators, directors of graduate study, the UF Graduate School, UF Admissions, and the Registrar's Office to support both campus and distance-learning programs.

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, respect, open intellectual discourse, and the welcome incorporation and well-being of all in an environment of complex differences. 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.

Duties and Responsibilities

The Graduate Studies Assistant coordinates many facets of graduate student administration, including :

Recruitment and Admissions - Guide prospective students through the application process, manage the systems where admission materials are submitted by students and viewed by faculty (SlideRoom and Slate), organize application materials for committee review, track applicant data, and follow up with matriculated students for final, official transcripts to complete admission. Assists with creating pre-orientation information.
Student Progress and Graduation - Maintain and update student records in GIMS / SIS, monitor academic progress, initiate transfer of credit reviews, assist with registration adjustments, prepare degree audits, qualifying exam documentation, and final exam packets for supervisory committees. Ensure accurate completion of all graduation requirements.
Graduate Assistant Appointments - Process hires, letters of appointment, tuition waivers, and job edits for graduate assistants and fellows, ensuring timely and accurate documentation each semester.
General Support - Assist with college welcome events, graduate orientations, commencement activities, and special projects; serve as a resource for policy questions and a backup for registration and admissions processing.

Expected Salary :

$22.98-$23.95 hourly with a comprehensive and competitive benefits package.

Required Qualifications :

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

Preferred :

Preferred Qualifications :

Bachelor's degree plus two or more years of experience in higher-education administration.

Experience initiating a project / task, tracking various steps, and closing the project / task with recommendations for future efforts. Able to critique own work, ensure accuracy, follow timelines, and surmount delays or obstacles.

Experience supporting a wide-ranging client / student population and fostering a welcoming environment.

Demonstrated ability to learn new processes and technologies, reference and use the Graduate Catalog, Graduate Student Handbooks, and Graduate Policy Manual to apply policies and offer guidance.

Manage multiple projects, meet deadlines, and coordinate work across units.

Proficiency with systems such as Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, DocuSign, Qualtrics, and Google Forms. Participates and seeks regular training for proficiency and expertise.

Skilled in timely and accurate data-entry, and proactive with checking work and understanding its significance and application.

Evidence and skill in composing professional, clear, and approachable written communications and editing and proofreading.

Special Instructions to Applicants :

Location and Schedule :

Located in Gainesville FL at UF's Main Campus, Fine Arts A - Dean's Office.

The position typically works Monday-Friday, 8 : 00 a.m.-5 : 00 p.m., with flexibility between 7 : 30 a.m.-6 : 00 p.m. and occasional overtime for events.

Application Process :

In order to be considered, applications must be submitted through the University of Florida's online application system :

A cover letter describing how your experience aligns with the position.

A current resume.

Contact information for three professional references.

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 Deadline :

For consideration, application with materials must be submitted via the University of Florida's online application system by 11 : 55pm on October 23, 2025 .

The Search Committee may request additional materials at a later time, including obtaining UF evaluations and / or other personnel files from UFHR for current or previous UF employees.

A pre-employment criminal background check is required.

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.

The selected candidate may be required to provide an official transcript to the hiring department upon hire. A transcript will not be considered “official” if a designation of “Issued to Student” is visible. Degrees earned from an educational institution outside of the United States are required to be evaluated by a professional credentialing service provider approved by National Association of Credential Evaluation Services (NACES).

Hiring is contingent on eligibility to work in the United States and is conducted under Florida's Sunshine Law.

Inquiries may be sent to :

Laura Robertson

Senior Associate, Graduate Studies

Search Committee Chair, Academic Ast III

Email : lrobertson@arts.ufl.edu

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. 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.

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

Health Assessment Required :

Applications Close : 23 October 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537398

Our Commitment :

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

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Graduate Assistant • Gainesville, Florida, United States