Academic Program Specialist II - College of Medicine

University of Florida • Gainesville, FL

6d • $58,500 - $63,000

About The Position

The Academic Program Specialist II serves as a key member of the University of Florida College of Medicine MD Admissions team. The position administers, implements, assesses, and continuously improves admissions, recruitment, applicant engagement, and pathway programs. It manages complex operational processes, engages stakeholders, facilitates admissions selection activities, analyzes program outcomes, and leads initiatives that advance admissions objectives and improve applicant experiences.

The role coordinates admissions-cycle, outreach, committee, and pathway-program events; manages virtual and in-person program logistics; serves as a liaison to campus and College of Medicine partners; administers admissions systems and records; and maintains program materials, websites, communications, and procedures. It oversees the MD application workflow, supports applicants and other stakeholders, conducts outreach and advising, and coordinates interview and committee operations while protecting confidential records.

The specialist develops and analyzes admissions and recruitment data, manages accepted-student documentation, evaluates applicant feedback, and oversees cross-functional initiatives aligned with strategic goals. The position is subject to a Level 2 criminal background screening, and clearance is required before appointment for candidates not already approved through the DCF Clearinghouse.

Requirements

• Bachelor’s degree and three years of relevant experience, or an equivalent combination of education and experience.
• Must submit a cover letter and resume.
• Must successfully complete a Level 2 criminal background screening and receive DCF Clearinghouse clearance before appointment if not already approved.

Nice To Haves

• Experience in higher education, particularly admissions, registration, and/or student records.
• Experience with Microsoft 365/Microsoft Office Suite and Adobe.
• Experience maintaining records in a database format.
• Strong interpersonal, relationship-building, and presentation skills for individual and group audiences, in person and online.
• High attention to detail.
• Well-developed analytical skills and the ability to critically assess information.
• Ability to envision, lead, and coordinate projects in areas of responsibility.
• Ability to foster and maintain positive relationships with applicants, students, coworkers, faculty, and university offices.
• Ability to thrive in a deadline-driven environment, adapt to changing circumstances, and manage and prioritize time effectively.

Responsibilities

• Plan, coordinate, and execute MD admissions-cycle events, outreach events, committee meetings, and pathway programs.
• Partner with internal and external stakeholders on projects, sharing expertise, communicating progress, and contributing to successful outcomes.
• Coordinate communications, scheduling, logistics, engagement activities, and event operations for virtual and in-person programs.
• Serve as a primary liaison with UF campus and College of Medicine partners, building relationships, facilitating communication, and coordinating resources.
• Administer admissions systems, records, and operational processes, ensuring data accuracy and compliance across university platforms.
• Maintain and improve program materials, websites, communications, and standard operating procedures.
• Oversee the MD application workflow through each admissions phase, ensuring consistent execution of policies, timelines, procedures, and quality standards, and identifying process improvements.
• Respond to applicant inquiries about admissions processes, requirements, and program information.
• Provide timely and accurate stakeholder communications in compliance with privacy regulations throughout the admissions cycle.
• Conduct outreach, engagement, and advising initiatives for applicants, pre-health advisors, and community partners, including presentations and educational programming.
• Manage admissions and applicant-selection operations, including interview scheduling, communications, and program resources.
• Coordinate and facilitate admissions and selection committee operations, including agendas, meeting preparation, documentation, decision tracking, and confidential records.
• Maintain continuity of admissions and recruitment operations by managing backup coverage plans, monitoring critical processes, and maintaining operational readiness.
• Develop and analyze routine and ad hoc admissions, recruitment, and applicant-engagement data to evaluate outcomes, inform enrollment strategies, and guide operational decisions with leadership.
• Manage accepted-student records and documentation to ensure compliance with enrollment, regulatory, and program standards.
• Develop, administer, and evaluate surveys and feedback mechanisms to assess applicant experiences and identify improvement opportunities.
• Manage cross-functional admissions and recruitment operations and special initiatives, ensuring alignment with strategic goals.

Benefits

• Low-cost medical, dental, and vision insurance through State Health Plans.
• Life and disability insurance.
• Retirement options.
• Paid time off, including 10+ paid holidays and paid family, sick, 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