Academic Program Spec II

Location: Main Campus (Gainesville, FL)

Full-time staff position

About the Role

This position provides academic advising, student success support, admissions administration, and student records management for assigned academic programs. The role involves coordinating onboarding, orientation, and international student support while ensuring compliance with institutional policies and regulations.

Responsibilities

• Provides academic advising to current and prospective students regarding degree requirements, curriculum pathways, registration processes, academic policies, and program expectations.
• Assists students in developing academic plans aligned with educational and career goals.
• Responds to student inquiries and concerns in a timely and professional manner; refers students to appropriate campus resources and support services as needed.
• Maintains advising records and documentation in accordance with institutional requirements.
• Monitors student academic performance through degree audits, academic records, and institutional reporting tools.
• Identifies students experiencing academic challenges, including academic warning, probation, or grade point average deficiencies.
• Contacts students to discuss academic standing and available support options; assists with developing strategies to improve academic performance.
• Documents student interactions and interventions.
• Coordinates admissions-related activities for assigned academic programs; reviews applications and supporting materials for completeness and compliance.
• Maintains applicant records and updates application status information; communicates with prospective students regarding admission requirements, deadlines, and procedures.
• Supports departmental admissions processes and assists with preparation of admission-related reports and documentation.
• Coordinates onboarding activities for newly admitted students; assists with planning, organization, and delivery of orientation and transition programs.
• Provides information regarding university policies, program expectations, registration procedures, and available resources.
• Ensures students receive accurate and timely onboarding communications; supports activities that facilitate successful student transitions.
• Manages certificate, concentration, specialization, and related academic program processes; reviews eligibility requirements and verifies completion of program criteria.
• Coordinates approvals, documentation, and processing requirements with academic departments and administrative offices.
• Maintains accurate records and communicates requirements and status updates to students; ensures compliance with institutional policies and program guidelines.
• Provides guidance to international students regarding university policies, academic requirements, and institutional processes.
• Assists students with understanding procedures related to visa requirements, Curricular Practical Training (CPT), and Optional Practical Training (OPT).
• Coordinates with appropriate campus offices and partners to ensure students receive accurate information and referrals; maintains awareness of applicable regulations.
• Maintains confidential student, admissions, and academic records; ensures accuracy, completeness, and security of information within institutional systems.
• Generates reports and conducts data reviews to support operational and programmatic needs; supports compliance with policies, regulations, and accreditation standards.
• Maintains organized electronic and physical filing systems.
• Utilizes student information systems, degree audit software, customer relationship management platforms, and related technologies to support advising, admissions, record management, and student success initiatives.
• Assists with data entry, reporting, system updates, and troubleshooting activities; supports implementation of new technology tools and process improvements.
• Performs other related duties as assigned to support departmental, college, and institutional goals and objectives.

Requirements

• Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.
• Experience providing direct customer or student support services.
• Experience maintaining records, documentation, and confidential information.
• Experience using computer applications, databases, and student information systems or equivalent technologies.

Preferred Qualifications

• Master’s degree in higher education administration, counseling, student affairs, educational leadership, or a related field.
• Experience in academic advising within a college or university environment.
• Experience supporting graduate, professional, online, or specialized academic programs.
• Experience interpreting and applying academic policies, procedures, and regulations.
• Experience working with international students and related processes.
• Experience coordinating admissions, recruitment, onboarding, student success, or retention initiatives.
• Experience generating reports, analyzing student data, and supporting program assessment activities.
• Experience using student information systems, degree audit software, customer relationship management systems, and reporting tools.
• Demonstrated technology proficiency, including the ability to learn, adapt to, and effectively utilize new software applications, databases, student information systems, data analytics tools, and digital platforms.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.

Pay

$63,000; commensurate with experience

Ideal Candidate Profile

The ideal candidate is highly organized, detail-oriented, technologically proficient, and committed to student success. Strong communication skills, knowledge of academic policies, and the ability to balance student support with administrative responsibilities are essential. The successful candidate demonstrates the ability to quickly learn and effectively utilize new technologies, data systems, and software applications to improve student service, operational efficiency, and program effectiveness.