Duties for Self-Funded Program Advising & Student Support
Manage and respond to prospective student inquiries, ensuring timely and accurate communication about program offerings and enrollment requirements.
Attend semesterly online open house and welcome events to support prospective and newly admitted students.
Advise distance education students at the undergraduate levels on academic planning, course selection, degree progress, and program requirements.
Review and evaluate student programs of study for accuracy and compliance with curriculum and degree requirements, and recommend revisions as needed to support academic progress.
Register students, maintain and track registration request data, and communicate directly with students regarding their registration status, course confirmation, and any follow-up steps once enrolled.
Assist in the preparation, processing, and submission of student petitions to the Graduate School, ensuring accuracy and compliance with institutional requirements.
Liaise with the Distance Education Coordinator, other academic advisors, academic assistant, and certificate coordinators to support student advising.
Conduct degree and certificate audits to verify completion of program and graduation requirements.
Collect and maintain student exit data to support program assessment and continuous improvement.
Engage in ongoing professional development by participating in the CALS Council of Graduate Advisors (CCOGA), serving on committees, and attending external conferences, as appropriate.
Other duties may be assigned to assist with the self-funded program and provide assistance to the Distance Education Coordinator.
Duties for Self-Funded Program Administration & Reporting
Maintain and update the Distance Education Canvas Hub to ensure accuracy, functionality, and availability of student advising and program resources.
Assist in the preparation, processing, and submission of student petitions to the Graduate School, ensuring accuracy and compliance with institutional requirements.
Liaise with the Distance Education Coordinator, other academic advisors, academic assistant, and certificate coordinators to maintain records, and coordinate final examinations.
Collect and maintain student exit data to support program assessment and continuous improvement.
Act as a liaison across internal and external units of the Distance Education program by compiling and providing accurate and timely admissions and enrollment data to support program review, reporting, planning, and outreach efforts.
Compile and organize data for accreditation reporting and compliance purposes.
Other duties may be assigned to assist with self-funded program administration and reporting.
Duties for Undergraduate Program
Attend and participate in recruiting events on and off campus, as well as department tours for prospective undergraduate students and their families.
Assist with advising orientation of Preview students and explaining the benefits of the college and opportunities within Entomology & Nematology.
Assist with semesterly advisement and registration for students in the undergraduate Entomology & Nematology major and minor, including advising around classes, careers, opportunities, and university policies.
Monitor the shared undergraduate advising email inbox and Canvas advising hub, responding to inquiries from prospective / current students and sending out important announcements as needed.
Manage registration for supervised research and internship credits, maintain organized records of required documentation, track total credits offered each semester, and collect and submit supervisor evaluations and final grades at the end of each term.
Check systems daily for late add and drop approvals.
Certify graduation to the college using final degree audit and college spreadsheet.
Collect and maintain student exit data to support program assessment and continuous improvement.
Compile and organize data for accreditation reporting and compliance purposes.
Prepare annual acknowledgement letters for scholarship sponsors. Accept and send out scholarship acknowledgement letters.
Engage in ongoing professional development by participating in CALS Advising Council (CAC), attending UF Advisors’ meetings, serving on committees, and attending external conferences, as appropriate.
Liaise with the Undergraduate Coordinator, faculty undergraduate advisors, and other academic advisors within the department.
Other duties may be assigned to assist with the undergraduate program and provide assistance to the Undergraduate Coordinator.
Duties for Academic Programs support
Provide support with preparation of upcoming semester course schedules and entry of courses into the online scheduling system.
Provide support in monitoring departmental and non-departmental class rolls for core course requirements in undergraduate and graduate program. Notify instructor of record, departmental chair, and academic programs team, of possible issues in student enrollment or semester scheduling.
Input information for Academic Activities Report on Student Information System.
Provide support in processing and managing the GatorEvals Online Faculty Course Evaluations each semester.
Process textbook adoptions each semester.
Authorize and implement distance fees and ProctorU fees for on-campus web sections (both ALS and Entomology & Nematology sections). Authorize and implement material and supply fees and equipment use fees for departmental courses; prepare and submit Course Fees Section Exclusions each semester for existing M & S and Equipment Use fees.
Authorize instructors to enter grades in the system and assist faculty as needed, including entering grades for research, special topics, and internship sections.
Assist with registration of non-entomology graduate and undergraduate students and place students into department-controlled sections through SIS.
Assist with approving online change of grade forms.
Coordinate scheduling, online grading, course and teacher evaluations, and Academic Activities/Instructor workload reports for IFAS REC instructors.
Liaise with web master to ensure course syllabi are collected, kept up to date, and posted on the departmental website.
Collect and maintain data for program assessment in departmental databases.
Develop and maintain databases on all former students. Inform web page staff of graduating students each semester.
Keep current on all new online systems and attend training sessions when needed.
Remain current on policies and procedures by attending and participating in college and university-level advising meetings.
Support the department through other duties as assigned.
Other Departmental Services
Assist with departmental functions, events, open houses, etc.… as requested.