OPS Academic Assistant

OPS Academic Assistant

Job No : 537693

Work Type : Full Time

Location : Main Campus (Gainesville, FL)

Categories : Human Resources, Office / Administrative / Fiscal Support, Dentistry

Department : 34180100 - DN-SCHOOL OF ADV ED GENERAL

Job Description

Classification Title :

OPS Academic Assistant

Classification Minimum Requirements :

Associate's degree in an appropriate area; or a high school diploma or equivalent and two years of related experience.

Job Description :

Establishes contracts for newly admitted graduate students / residents. This includes all required matriculation documentation, including but not limited to contracts, final transcripts, board results, basic life support certification, and permit application. Submit and manage I-20 requests to the University of Florida International Center for international students. Coordinates admittance with the graduate school for residents when applicable. Register students via ONE.UF administration computer program and internal college registration. Advises students of any holds impeding registration. Manages all student files; ensures confidential record keeping and accuracy of all documents for all students and scans files upon completion. Provides office support to the Administrative Specialist III in the School of Advanced Dental Sciences, during peak times and special projects.

Maintains the application system in Canvas, including but not limited to creating new pages, updating information annually, and updating links with continuing education annually. Enter and maintain supervisory committees for graduate students.

Creates and maintains questionnaires in Qualtrics for program progress surveys and exit surveys. Schedules annual program progress survey meetings with each department and the associate dean of Advanced and Graduate Education. Compile results and distribute to the departments and the associate dean. Schedules annual exit survey meetings with each department and the associate dean of the Advanced and Graduate Education. Compile results and distribute to the departments and the associate dean. Creates and maintains faculty evaluations in New Innovations for all twelve Advanced Education programs. Creates and maintains resident evaluations in New Innovations for Advanced Education programs upon request. Create and maintain faculty / course evaluations in Qualtrics. Exports evaluation results and distribute them to the program directors.

Manages the process of all loan deferments / enrollment verifications within the School of Advanced Dental Sciences / Advanced and Graduate Education, which includes filling out required forms, stamping signatures, attaching enrollment confirmation, copying for the file, and mailing / faxing. Confirms past graduates to credentialing authorities when they apply for hospital / licensing privileges. Monitors the clearinghouse tuition payment program in determining whether the student's loan will be deferred and prepare deferment / certification forms to correct.

Process all human resource actions within the School of Advanced Dental Sciences departments. This includes performing all job actions (hiring, terminations, reclassifications, promotions, etc.) in PeopleSoft and maintain files for employees. Approve and back up for time approval of all staff in the school and staff in departments that are part of the school. Creates UFID for incoming residents, interns, fellows, and preceptors as needed in Identity Management. Confirm students have been cleared by the Student Health Care Center prior to their start date. Upload students and verify their background checks are clear using Certiphi. Request axiUm doctor numbers and dental email accounts for incoming students. Solicit new / renewal permits with the Florida Board of Dentistry.

Responsible for establishing new courses and and maintaining courses for all advanced education courses each semester. Exporting grades from Canvas and collecting department grades. and entering them in the department grade database. Enter all core course grades into the grade database. Graduate Medical Education (GME) collects signed forms and verifies the accuracy of data from each advanced education department. Enters all leave into New Innovation and audits rotations annually.

Initial contact for the department; this includes answering the department phone, routing calls to the appropriate persons, and greeting guests. Create folders for incoming residents and send them to the AEGD programs prior to their start date. Create folders for incoming interns / fellows. Assist with orientation preparation and the day of events. Assist with newsletters and the annual faculty retreat. Serve as backup to the Administrative Specialist I while out of the office.

Expected Salary : $18.00-$20.00

Benefits :

The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family's needs, and Vision. Build your retirement with the FICA Alternative Plan and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans. Optional insurance plans such as life, disability, legal and accident insurance are also available.

UF Employees are also eligible for the GatorPerks discount program , which provides big savings at various businesses and retailers!

Explore UF's benefit options here : OPS Benefits

Required Qualifications :

Associate's degree in an appropriate area; or a high school diploma or equivalent and two years of related experience.

Preferred :

• Excellent customer service skills.
• Must be able to work independently with minimal supervision, maintain confidentiality, and exercise good judgment.
• Must be able to complete assignments in a timely manner.
• Microsoft Office Suite proficiency.
• Excellent organizational, interpersonal, and communication skills.

Special Instructions to Applicants :

In order to be considered, you must upload your cover letter and resume. This a time-limited position.

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

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

Health Assessment Required :

No

Applications Close : 01 December 2025

To apply, visit https : / / explore.jobs.ufl.edu / en-us / job / 537693

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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