Academic Program Specialist II - College of Medicine

University of Florida • Gainesville, FL

7d • $58,500 - $63,000

About The Position

The Academic Program Specialist II serves as a key member of the College of Medicine's MD Admissions team and is responsible for the administration, implementation, assessment, and continuous improvement of admissions, recruitment, applicant engagement, and pathway programs. This position manages complex operational processes, conducts stakeholder engagement, facilitates admissions selection activities, analyzes program outcomes, and leads implementation of initiatives that advance admissions objectives and enhance applicant experiences.

Requirements

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

Nice To Haves

• Experience with higher education, particularly in admission, 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 occurring in-person and online.
• High attention to detail.
• Well-developed analytical skills with 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 stakeholders, including applicants, students, coworkers, faculty, and university offices.
• Ability to thrive in a deadline-driven environment, flexibility to adapt to changing circumstances, and effective time management & prioritization skills.

Responsibilities

• Manage the planning, coordination, and execution of program events, including the MD’s annual admissions cycles, outreach events, committee meetings, and pathway programs.
• Partner with internal and external stakeholders on projects by sharing expertise, communicating progress, and contributing to successful project outcomes.
• Coordinate communication, scheduling, logistics, engagement activities, and event operations to ensure successful execution of virtual and in-person programs.
• Serve as a primary liaison with UF campus and College of Medicine partners through building relationships, facilitating communication, and coordinating resources to advance program goals and ensure effective service delivery.
• 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, to enhance efficiency and service delivery.
• Oversee the MD application workflow through each admissions phase ensuring consistent execution of policies, timelines, procedures, and quality standards while identifying opportunities for process improvement.
• Serve as a primary resource for applicant inquiries regarding admissions processes, requirements, program information.
• Ensure timely and accurate communication to all stakeholders in compliance with privacy regulations throughout the admissions cycle.
• Conduct outreach, engagement, and advising initiatives for applicants, pre-health advisors, and community partners, including admissions presentations and educational programming.
• Manage the admissions and applicant selection operation by overseeing interview logistics such as applicant scheduling, communication, and program resources.
• Coordinate and facilitate admissions and selection committee operations, including agenda development, meeting preparation, documentation, decision tracking, and maintenance of confidential records.
• Ensure 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 decision-making with leadership.
• Manage records and documentation related to accepted student requirements, ensuring compliance with enrollment, regulatory, and program standards.
• Develop, administer, and evaluate surveys and feedback mechanisms to assess applicant experiences and identify opportunities for improvement.
• Manage cross-functional admissions and recruitment operations, overseeing special initiatives and operational priorities while ensuring alignment with strategic goals.

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 with 10+ paid holidays, 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