Academic Program Specialist

University of North Texas System•Fort Worth, TX

1d•Onsite

About The Position

The Academic Program Specialist provides mid-level academic, administrative, and operational support for the Department of Internal Medicine & Geriatrics. This position coordinates student and resident rotations, manages academic scheduling and documentation, supports faculty education activities, assists with research and mentorship programs, and provides administrative support for departmental operations. The role serves as a key liaison among faculty, students, trainees, external partners, and administrative teams to ensure smooth delivery of educational programs and day-to-day departmental functions.

Requirements

Bachelor's degree and two (2) years of related experience; or equivalent combination of education and experience.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn academic and scheduling systems.
Ability to manage multiple projects, priorities, and deadlines with strong organizational skills.
Excellent interpersonal, written, and verbal communication skills.
Ability to work both independently and collaboratively with faculty, staff, students, and external partners.
Strong attention to detail, accuracy in documentation, and commitment to confidentiality.
Ability to troubleshoot basic technology issues for students and assist with system navigation.
Customer service–oriented approach with professionalism, discretion, and sound judgment.
Ability to coordinate complex scheduling needs and maintain accurate academic records.

Nice To Haves

Knowledge of medical or health professions education processes preferred.

Responsibilities

Create and maintain monthly Geriatrics rotation schedules for medical students and residents, ensuring all rotation slots, preceptors, and clinic needs are accurately assigned.
Coordinate all student shadowing experiences for TCOM learners rotating in all elective rotations of The Department of Medicine.
Coordinate with external program coordinators to manage cross-institutional scheduling, requirements, and documentation.
Provide day-to-day rotation support, including schedule adjustments, technology troubleshooting, and responding to student questions.
Collaborate with the Rotation Director to monitor rotation requirements, maintain student tracking systems, and ensure all Geriatrics program websites and documentation remain current and accurate.
Coordinate student shadowing, support Clin Ed with additional placement requests, manage student inquiries, and schedule meetings related to advising, mentorship, research, and performance concerns.
Maintain accurate advising and mentorship documentation in EIS and request system access for incoming trainees.
Support annual academic cycles, including proofreading/uploading Letters of Recommendation, scheduling faculty evaluations/check-ins, and assisting with Teaching Agreement renewals as needed.
Provide administrative and scheduling support for trainee programs, including Rural Medicine stipend requests and coordination of MSTAR activities (summer scheduling, room reservations, communications, and event supplies/food.
Provide administrative support for departmental operations, including event coordination, time-off processing, calendar upkeep, service requests, and IMGSPEC committee activities.
Serve as backup for travel and reimbursements, requisitions, EPARs, FEM/FCW processes, and asset inventory.
Manage purchasing responsibilities, including PCard transactions, reconciliation, and occasional requisitions; coordinate maintenance, IT, and facility service requests.
Assist with departmental communication, documentation, and general operational support for faculty, staff, students, and trainees.