Academic Program Specialist I - Medical Education

University of Florida • Gainesville, FL

1d • $50,000 - $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, and providing advanced academic and administrative support. The position partners with faculty, students, and stakeholders to ensure high-quality program delivery, oversees program processes, contributes to continuous improvement, and supervises and trains Academic Assistant IIIs. It also supports curriculum processes, documentation standards, and policy implementation across assigned programs.

The role coordinates course schedules, instructional activities, assessments, materials, evaluations, student support, records, communications, meetings, events, and curriculum resources. It helps ensure that program activities align with academic policies, objectives, and administrative requirements, and provides high-level support to course directors, faculty, and leadership. The position also supports small-group instruction and simulations by coordinating facilitators, rosters, and materials.

The position is with the University of Florida College of Medicine, which advances health through education, research, and patient care and prepares future healthcare leaders through a curriculum combining basic sciences and hands-on clinical experience.

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 or affiliation agreements.
• Experience preparing academic documents or guiding faculty and students.
• Experience supporting course management, curriculum processes, or evaluation and reporting activities.
• Proficiency with Microsoft Office Suite and experience using academic systems such as Canvas, PeopleSoft, Workday, or similar tools.
• Ability to manage multiple complex academic priorities in fast-paced, deadline-driven environments, using problem-solving and critical-thinking skills to identify issues, evaluate options, and recommend data-informed solutions within established academic policies.
• Experience making independent procedural decisions and appropriately escalating higher-level matters, with flexibility and adaptability in responding to changing program needs, unexpected issues, and 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

• Coordinate schedules, instructional activities, assessments, and course materials, and maintain accurate course content in the learning management system and related academic resources.
• Liaise with faculty, students, and internal and external stakeholders to facilitate course implementation, resolve complex issues, and support smooth program operations.
• Develop, implement, and maintain program processes, guidance documentation, policies, and communication procedures.
• Monitor program activities for alignment with academic policies, objectives, and administrative requirements, and identify areas requiring adjustment or clarification.
• Coordinate course and program evaluations 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 on 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 with faculty, staff, and partners to support program operations.
• Coordinate logistics for academic activities, meetings, and events involving internal and external partners.
• Coordinate 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, and instructional coordination.
• Contribute to curriculum planning and improvement, provide feedback, support instructional design needs, and help align course activities with 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.
• Instruct other Academic Assistant IIIs within the division as needed on tasks or skills specific to the role's area of expertise.

Benefits

• Low-cost state medical, dental, and vision insurance plans.
• Life and disability insurance.
• Retirement options.
• Paid time off packages with 10 or more paid holidays, paid family leave, sick leave, and vacation leave.
• Personal and professional development opportunities, including UF Training & Organizational Development programs, leadership development, and LinkedIn Learning.
• 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