Academic Program Specialist I - Admissions

Admissions • Gainesville, FL

9h • $50,000 - $55,000

About The Position

This position serves as a primary point of contact for prospective and current PharmD applicants and provides operational and administrative support for the admissions process. Responsibilities focus on application processing, student communication, data tracking, and logistical support of admissions activities, following established policies and procedures.

Requirements

• Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

• Experience in an academic or student services environment.
• Strong organizational skills and attention to detail.
• Ability to communicate professionally with students, faculty, and staff.
• Ability to follow established procedures and maintain confidentiality.

Responsibilities

• Serves as the operational lead for PharmD admissions processing and applicant record management.
• Conducts comprehensive review of applications and transcripts to determine prerequisite completion, applicant classification, and eligibility for committee review.
• Maintains institutional admissions data integrity across PharmCAS, Salesforce, and related systems; ensures accurate import, reconciliation, and reporting of applicant records.
• Independently reconciles discrepancies between systems and resolves data inconsistencies in collaboration with IT and the Salesforce Administrator.
• Manages the full lifecycle of applicant tracking from submission through enrollment confirmation.
• Develops and maintains admissions reporting metrics to support leadership decision-making.
• Oversees interview day applicant preparation, including data uploads, roster accuracy, and schedule development.
• Leads operational logistics for interview days in coordination with faculty, ambassadors, and events teams.
• Tracks and monitors matriculation requirements, seat deposits, and enrollment confirmation processes.
• Serves as primary liaison to the UF Registrar and institutional offices regarding applicant classification and enrollment processing.
• Provides oversight and guidance for Early Assurance and pipeline applicant progression.
• Communicates directly with applicants regarding eligibility determinations, prerequisite deficiencies, and enrollment requirements.
• Generate routine admissions and enrollment reports as requested.
• Assist with preparation of admission correspondence, including letters and notifications.
• Prepare and send admissions scholarship notifications using approved templates.
• Compile, organize, and prepare applicant data for review by the Admissions Scholarship Committee.
• Maintain admissions-related files, spreadsheets, and scholarship documentation.
• Provide administrative support to the admissions and scholarship committees, including scheduling and document preparation.
• Support data entry and updates related to enrollment management and anti-melt initiatives.
• Provide logistical support for interview days.
• Assist with coordination of Early Assurance and pre-pharmacy programming documentation.
• Perform website content updates related to admissions as directed.
• Complete other duties as assigned in support of admissions and recruitment operations.

Benefits

• Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more.
• Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.
• Leave: UF Faculty and Staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts.
• To learn more visit: hr.ufl.edu/benefits

What This Job Offers

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