Administrative Assistant II

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.

Department

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Type of Appointment

Expected Salary

Job Posting End Date

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 http://hr.ucf.edu/files/VeteransPreference.pdf

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.