Academic Program Spec I - Medical Education

University of Florida • Gainesville, FL

2d • $46,000 - $52,000

About The Position

The Academic Program Specialist I supports the vision and strategy of assigned
academic programs by coordinating and managing courses, implementing program
policies and procedures, providing advanced academic and administrative support,
and partnering with faculty, students, and stakeholders to ensure high‑quality
program delivery.

The role oversees program processes, contributes to continuous improvement, and
supervises and trains Academic Assistant IIIs while supporting curriculum
processes, documentation standards, and policy implementation across assigned
programs.

Requirements

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

Nice To Haves

• Master’s degree in education, academic administration, health sciences, or a related field.
• Experience in higher education administration, academic program coordination, or student services.
• Background managing contracts/affiliation agreements.
• Experience preparing academic documents or guiding faculty and students.
• Experience supporting course management, curriculum processes, or evaluation/reporting activities.
• Proficiency with Microsoft Office Suite and experience using academic systems such as Canvas, PeopleSoft, Workday, or similar tools.
• Demonstrated ability to manage multiple complex academic priorities in fast‑paced, deadline‑driven environments, using strong problem‑solving and critical‑thinking skills to identify issues, evaluate options, and recommend data‑informed solutions within established academic policies.
• Experience in making independent procedural decisions and escalating higher‑level matters appropriately, with proven flexibility and adaptability in responding to shifting program needs, unexpected issues, and rapid curricular changes.
• Commitment to continuous learning, quickly mastering new systems and processes, applying new knowledge to improve operations, and effectively using and supporting others in advanced academic technologies and office tools.

Responsibilities

• Manage effective delivery of assigned courses by coordinating schedules, instructional activities, assessments, and course materials while maintaining accurate, up-to-date content in the learning management system and related academic resources.
• Liaise with faculty, students, and internal/external stakeholders to facilitate course implementation, resolve complex issues, and ensure smooth program operations.
• Develop, implement, and maintain program processes, guidance documentation, policies, and communication procedures to strengthen compliance, consistency, and quality improvement.
• Monitor program activities for alignment with academic policies, objectives, and administrative requirements, identifying areas needing adjustment or clarification.
• Coordinate course and program evaluation activities by collecting, organizing, reviewing, and distributing data and feedback to faculty and program leadership.
• Provide high-level support to course directors, faculty, and leadership.
• Guide students regarding course expectations, requirements, and academic processes.
• Track completion of course activities, requirements, and evaluations, and finalize grades.
• Maintain records in compliance with FERPA, HIPAA, and institutional guidelines.
• Communicate regularly with faculty, staff, and partners to support program operations.
• Coordinate logistics for academic activities, meetings, and events involving internal and external partners.
• Support course operations by coordinating communications, documentation, and processes related to faculty or preceptor participation, in collaboration with program leadership.
• Support the development, editing, and periodic updating of program documents, syllabi, templates, and academic or administrative resources.
• Assist faculty with curriculum‑related tasks, content preparation, or instructional coordination as needed.
• Contribute to curriculum planning and improvement efforts by providing feedback, supporting instructional design needs, and helping ensure alignment between course activities and program objectives.
• Support small‑group instructional activities and simulations by coordinating facilitator logistics, maintaining group rosters, preparing materials, and ensuring alignment with curriculum objectives.
• Supervise and train an Academic Assistant III, providing guidance, task oversight, and ongoing skill development to support team performance and program needs.
• Instruct other Academic Assistant IIIs within the division as needed regarding tasks and/or skills specific to their area of expertise.

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
• Number of Employees: 1-10 employees