Academic Services Administrator

University of South Florida•Tampa, FL

6d•Hybrid

About The Position

The Academic Services Administrator provides high-level administrative and analytical support for the HCA/USF GME Affiliation and all educational resource deliverables under this affiliation. This exempt-level role assists the Project Manager with academic coordination and scheduling, data tracking, drafting reports, assisting in project execution, and serves as a backup to ensure continuity of operations. This is a Hybrid position be based at the Downtown Campus and is required to be in office 3-5 days per week. This position is not eligible for Visa Sponsorship.

Requirements

This position requires a Master’s degree in education or a field of study related to the academic program, or a Bachelor’s degree in those same fields with a minimum of two years of experience.
Four years of direct experience for a bachelor’s degree.
The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.

Nice To Haves

Experience in undergraduate and/or graduate medical education.
Experience in higher ed academic environment, developing and administering academic programs and activities.
Management of multiple schedules and retreat planning is favorable.
Experience with MS project management tools.

Responsibilities

Assist in the administration and execution of the HCA/USF GME Affiliation Agreement.
Track deliverables, timelines, and compliance metrics across consortium programs.
Maintain familiarity with university, college, and accreditation policies and procedures to ensure alignment.
Attend meetings and support coordination with HCA hospitals, USF departments and programs, and all internal and external stakeholders towards meeting shared goals of USF and HCA educational affiliation
Schedule meetings, prepare agendas, meeting materials, and minutes for consortium-related meetings.
Monitor and draft reports on academic resources and quality data for consortium programs.
Assist in planning and implementing faculty development programs and academies.
Support the development of materials, presentations, and internal systems for program delivery.
Coordinate logistics for workshops, seminars, and orientations.
Maintain program calendars, track deadlines, and coordinate logistics including venues, materials, and technology.
Serve as a point of contact for faculty participants and program leads.
Support program evaluation by collecting feedback and preparing summary reports.
Assist with budget tracking, purchasing, and reimbursement processes for programs and events.
Help maintain and update web content, newsletters, and promotional materials.
Serve as backup to the Project Manager during absences or high-volume periods.
Assist in managing calendars, scheduling meetings, and preparing documentation.
Assist with surveys, data compilation, and special projects supporting the academic mission.
Assist DME Operations teams with student and departmental events and activities.
Responsible for assisting assessment efforts for the College of Medicine as assigned.
Perform additional duties as assigned by the Project Manager, DIO, Faculty Development or Department of Medical Education leadership.