Academic Program Specialist II - Medical Education

University of Florida•Gainesville, FL

About The Position

The Lead Clerkship Administrator provides advanced support in administration of the UF College of Medicine undergraduate clinical courses in the Department of Educational Affairs. This position coordinates all aspects of medical student clinical training, including the third- and fourth-year clerkships, fourth-year electives, first and second-year preceptorships, and physician assistant (PA) rotations. The administrator will collaborate with clerkship directors and provide advanced support for course management within the learning management system, assist in scheduling, cumulating assessment, evaluation and grading data, providing cross-campus alignment with Jacksonville, and maintaining accreditation and reporting with the College of Medicine, LCME, and FERPA. About This Role: Course Management Lead strategic planning for clinical preceptorship, elective, and clerkship capacity, including long‑range forecasting of student demand and site availability. Serve as the primary liaison for high-level issue resolution with clinical sites, faculty leadership, and external partners. Design and optimize course structures and workflows in the LMS to improve efficiency, compliance, and student outcomes. Contribute to curriculum design by analyzing student performance data and recommending improvements to clerkship directors and the curriculum committee. Oversee onboarding/training of faculty and preceptors on LMS usage, evaluation systems, and clerkship requirements. Administration Lead cross-departmental initiatives aimed at strengthening clinical education operations and interprofessional collaboration. Suggest SOP revisions and ensure implementation for the respective staff to ensure consistency and compliance. Lead quality improvement initiatives across multiple clerkships or programs. Supervise and evaluate three APS I staff, including assignment of duties, workload management, and professional development. Oversee team operations to ensure alignment with curriculum goals, accreditation standards, and program deadlines. Represent the APS I unit in high-level meetings and cross-clerkship planning initiatives. Evaluation and Grading Oversee the full evaluation and grading lifecycle, ensuring compliance with UF, COM, and accreditation policies. Analyze evaluation data to identify trends, risks, or disparities and provide actionable reports to clerkship directors and leadership. Develop and maintain grading rubrics, evaluation templates, and policy‑aligned workflows across all clerkships. Serve as the authority on grade disputes, documentation integrity, and grievance support, preparing summaries and recommendations for committees. Train faculty and residents on evaluation expectations, grading timelines, and best practices rooted in assessment standards. Scheduling Manage high‑complexity, multi-site scheduling including conflict resolution, capacity forecasting, and cross‑departmental negotiation. Lead scheduling planning meetings with department chairs, clerkship directors, and clinical partners. Develop standardized scheduling policies, protocols, and communication workflows used across programs. Conduct operational analyses to identify scheduling inefficiencies and implement systemwide improvements. Student Services Serve as the primary point of contact for escalated student issues related to clinical progress, professionalism, accommodations, and course logistics. Provide guidance to faculty and students on clerkship-related policies, procedures, and progression standards. Oversee the integrity of student documentation and milestones required for MSPE preparation and progression committees. Develop and deliver student workshops or briefings on clerkship expectations, documentation, exams, and professionalism. Reporting and Accreditation Lead data management and reporting processes for LCME accreditation, including documentation preparation and gap analysis. Develop advanced dashboards and data visualizations for leadership to support decision-making and curriculum evaluation. Interpret accreditation standards and recommend changes to improve clerkship alignment with LCME expectations. Oversee longitudinal data tracking to support evaluation of teaching effort, student performance trends, and curriculum mapping accuracy.

Requirements

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

Nice To Haves

Excellent computer skills, including but not limited to use with Microsoft Office (Outlook, Word and Excel).
Excellent communication skills, both oral and verbal
Experience working with UF operating systems and/or learning management systems

Responsibilities

Lead strategic planning for clinical preceptorship, elective, and clerkship capacity
Serve as the primary liaison for high-level issue resolution with clinical sites, faculty leadership, and external partners
Design and optimize course structures and workflows in the LMS
Contribute to curriculum design by analyzing student performance data
Oversee onboarding/training of faculty and preceptors on LMS usage
Lead cross-departmental initiatives aimed at strengthening clinical education operations and interprofessional collaboration
Suggest SOP revisions and ensure implementation for the respective staff
Lead quality improvement initiatives across multiple clerkships or programs
Supervise and evaluate three APS I staff
Oversee team operations to ensure alignment with curriculum goals, accreditation standards, and program deadlines
Represent the APS I unit in high-level meetings and cross-clerkship planning initiatives
Oversee the full evaluation and grading lifecycle
Analyze evaluation data to identify trends, risks, or disparities
Develop and maintain grading rubrics, evaluation templates, and policy‑aligned workflows across all clerkships
Serve as the authority on grade disputes, documentation integrity, and grievance support
Train faculty and residents on evaluation expectations, grading timelines, and best practices rooted in assessment standards
Manage high‑complexity, multi-site scheduling including conflict resolution, capacity forecasting, and cross‑departmental negotiation
Lead scheduling planning meetings with department chairs, clerkship directors, and clinical partners
Develop standardized scheduling policies, protocols, and communication workflows used across programs
Conduct operational analyses to identify scheduling inefficiencies and implement systemwide improvements
Serve as the primary point of contact for escalated student issues related to clinical progress, professionalism, accommodations, and course logistics
Provide guidance to faculty and students on clerkship-related policies, procedures, and progression standards
Oversee the integrity of student documentation and milestones required for MSPE preparation and progression committees
Develop and deliver student workshops or briefings on clerkship expectations, documentation, exams, and professionalism
Lead data management and reporting processes for LCME accreditation
Develop advanced dashboards and data visualizations for leadership to support decision-making and curriculum evaluation
Interpret accreditation standards and recommend changes to improve clerkship alignment with LCME expectations
Oversee longitudinal data tracking to support evaluation of teaching effort, student performance trends, and curriculum mapping accuracy