Academic Assistant III - Medical Education

University of Florida • Gainesville, FL

18d • Onsite

About The Position

The Academic Assistant III supports the vision and strategy of assigned academic programs by providing advanced administrative and operational support to course managers. The role coordinates routine course tasks, maintains academic systems and documentation, facilitates student- and faculty-facing processes, and ensures timely, accurate execution of program workflows. The position partners closely with Academic Program Specialist I, faculty, students, and stakeholders to enable high-quality program delivery.

Requirements

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

Nice To Haves

• Experience in higher education, academic administration, or student services with the ability to follow, maintain, and update SOPs, manuals, handbooks, and other course documentation.
• Proficiency with academic and digital content systems, including updating course materials in a curriculum management system, reviewing and formatting content for ADA/accessibility compliance, and making basic text, link, and document updates.
• Familiarity with roster management, documentation collection, or coordination of external learning opportunities.
• Perform accurate data entry and Excel-based tracking and maintain academic records and documents with meticulous file management in compliance with FERPA (and HIPAA, where applicable).
• Logistics coordination experience, including room reservations, agendas, materials, and calendaring.
• Customer-service oriented with demonstrated ability to triage inquiries and route complex items.
• Experience supporting evaluations and grade-related workflows (e.g., collecting evaluations, assisting with grade submissions in defined processes).

Responsibilities

• Maintain Canvas course sites by posting and updating syllabi, schedules, handouts, assessments, announcements, and other materials; create and publish templated course shells or modules as directed, ensuring all links and files are accurate.
• Prepare and support course materials and communications by copy-editing documents, distributing instructional resources, and assisting faculty/Academic Program Specialist I with routine content development such as slide decks, handouts, uploads, and roster lists.
• Process routine data entries and updates across program systems (e.g., faculty reports, calendar updates, attendance logs, gradebook preparation) to maintain accurate program records.
• Coordinate logistics for academic activities, meetings, events, and small-group instructional sessions and simulations. Examples included room reservations, technology requests, exam administration, and related course or event needs.
• Manage academic resources and compliance tasks, such as facilitating textbook adoptions (forms, tracking, submission, record updates) and maintaining program manuals, directories, handbooks, and checklists.
• Provide front-line guidance on course expectations, deadlines, and processes; triage inquiries and escalate to Academic Program Specialist I or faculty as needed.
• Facilitate ADA support by reviewing course materials for accessibility needs (e.g., alt text, accessible PDFs, captioning requests, headings/styles), preparing ADA-compliant versions as directed, coordinating required adjustments with instructors, and documenting completion.
• Assist with absence and appeal reviews by collecting documentation, routing to Academic Program Specialist I/leadership, and communicating outcomes.
• Support exam and exam-review logistics and communications for testing accommodations as directed.
• Collect evaluations, organize feedback, and prepare summary spreadsheets or templates for Academic Program Specialist I review.
• Maintain accurate records in alignment with FERPA, HIPAA, and unit procedures; support routine file audits and document retention.
• Assist with data cleanup, list maintenance, and recurring reports (e.g., participation/completion reports, instructional data).
• Support periodic updates to program documents, templates, or shared administrative resources.
• Schedule and attend course debriefings; capture minutes, action items, and follow-ups; track completion of assigned tasks.
• Support preceptorship operations administratively (e.g., template emails, roster updates, document collection) as directed by Academic Program Specialist I.
• Update webpages or program content under Academic Program Specialist I direction to maintain accuracy of student-facing information (e.g., syllabi links, schedules).
• Compile instructional effort and other system reports; reconcile discrepancies and escalate issues to Academic Program Specialist I.
• Maintain shared drives, trackers, and standard operating templates; update indexes and link maps for ease of use.
• Prepare routine communications using approved templates (student notices, reminders, confirmations) and manage distribution lists.
• Provide backup, task-level support to course managers during peak periods or absences as needed.
• Assist with special projects, events, or unit initiatives within defined procedures and timelines.

Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level