Academic Program Specialist III - Office of Graduate Student Programs

University of Florida • Gainesville, FL

2d • $60,000 - $70,000

About The Position

Step into the role as an Academic Program Specialist III within the College of Medicine Office of Graduate Education, supporting the Graduate Program in Biomedical Sciences which includes the Genetics and Genomics PhD program and the trainees at The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology in Jupiter, Florida. Based in Gainesville, Florida, this position plays a pivotal role in coordinating academic operations, student services, and strategic initiatives across both campuses. As the Academic Program Specialist III , key responsibilities will include overseeing the implementation and ongoing management of the Biomedical Sciences PhD program at the Gainesville and Jupiter campuses thus supporting the development and maintenance of hybrid learning environments and contributing to educational design and curriculum integration efforts.

Requirements

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

Nice To Haves

• Previous experience in admissions, academic advising, or closely related area within higher education.
• Proficiency with University of Florida systems such as Slate, Compass, SIS, GIMS, and myUFL.
• Strong critical thinking and problem-solving skills, with a proactive approach and a sense of ownership over responsibilities and challenges.
• Excellent written and verbal communication skills. Comfortable speaking to large groups and engaging with students, faculty, and staff.
• Ability to manage multiple priorities, meet deadlines, and adapt to a dynamic and evolving work environment.

Responsibilities

• Serve as the primary Gainesville-based liaison for The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology graduate education activities, ensuring alignment with the College of Medicine’s standards and practices.
• Support the integration of Scripps Florida advanced curriculum offerings into the broader Graduate Program in Biomedical Sciences (BMS) framework.
• Collaborate on the design and delivery of hybrid learning experiences, including scheduling, technology coordination, and instructional support.
• Collaborate closely with the BMS Program Manager to ensure alignment and coordination across all aspects of program administration and curriculum delivery.
• Partner with the Assistant Dean for Biomedical Sciences to establish and implement curricular policies and procedures.
• Lead annual curriculum review, revision, and assessment processes, including updates to student learning outcomes across all BMS concentrations.
• Identify, evaluate, and resolve complex academic administrative issues affecting curriculum throughout all stages of a student training.
• Provide training and expert consultation to concentration directors and coordinators on curricular policies, procedures and best practices.
• Provide administrative support to course directors and instructors in BMS courses across all concentrations.
• Oversee Academic Activities Reporting (AAR) and College eRVU reporting/tracking/posting for BMS courses.
• Onboard BMS first-year students.
• Enter tuition waivers, Letters of Appointment (LOA), and fee payments for first-year students.
• Monitor annual LOAs and identify issues for BMS students in years 2-5.
• Manage and track first-year student lab rotations: Rotation 1 (Late July); Rotation 2 (October) Rotation 3 (Early January)
• Oversee registration for first-year students (fall, spring, and summer terms).
• Facilitate smooth transitions of students into their chosen concentrations.
• Monitor key academic milestones such as committee meetings, qualifying exams, and dissertation defenses.
• Communicate important curriculum deadlines to concentration directors, coordinators, faculty mentors, and students.
• Administer core BMS courses GMS6001 and GMS6003 and meet with course and section directors to coordinate course delivery.
• Develop course schedules and manage Canvas site set-up.
• Coordinate audiovisual support for lecture recordings, paper discussions, and discussion leaders.
• Support the overall operation of the Office of Graduate Education by performing a variety of tasks and responsibilities as assigned.
• Collaborate with the Graduate Engagement and Communications Coordinator to plan and support student-centered events such as commencement, recruitment, and professional development activities.
• Provide cross-functional support by stepping in to assist with duties typically handled by other team members during their absence, ensuring continuity of service and operations.

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: 5,001-10,000 employees