Academic Program Specialist I - Medical Education

Classification Title:

Academic Program Specialist I

Job Description:

The Academic Program Specialist I position supports the vision and strategy of assigned academic programs by coordinating and managing courses, implementing program policies and procedures, providing advanced academic and administrative support, and partnering with faculty, students, and stakeholders to ensure high‑quality program delivery. The role oversees program processes, contributes to continuous improvement, and supervises and trains Academic Assistant IIIs while supporting curriculum processes, documentation standards, and policy implementation across assigned programs.

About this role:

Academic and Program Administration Responsibilities:

• Manage effective delivery of assigned courses by coordinating schedules, instructional activities, assessments, and course materials while maintaining accurate, up-to-date content in the learning management system and related academic resources.
• Liaise with faculty, students, and internal/external stakeholders to facilitate course implementation, resolve complex issues, and ensure smooth program operations.
• Develop, implement, and maintain program processes, guidance documentation, policies, and communication procedures to strengthen compliance, consistency, and quality improvement.
• Monitor program activities for alignment with academic policies, objectives, and administrative requirements, identifying areas needing adjustment or clarification.
• Coordinate course and program evaluation activities by collecting, organizing, reviewing, and distributing data and feedback to faculty and program leadership.
• Provide high-level support to course directors, faculty, and leadership.

Student Support and Educational Services:

• Guide students regarding course expectations, requirements, and academic processes.
• Track completion of course activities, requirements, and evaluations, and finalize grades.
• Maintain records in compliance with FERPA, HIPAA, and institutional guidelines.

Collaboration and Stakeholder Engagement Activities:

• Communicate regularly with faculty, staff, and partners to support program operations.
• Coordinate logistics for academic activities, meetings, and events involving internal and external partners.
• Support course operations by coordinating communications, documentation, and processes related to faculty or preceptor participation, in collaboration with program leadership.

Curriculum and Instructional Support:

• Support the development, editing, and periodic updating of program documents, syllabi, templates, and academic or administrative resources.
• Assist faculty with curriculum‑related tasks, content preparation, or instructional coordination as needed.
• Contribute to curriculum planning and improvement efforts by providing feedback, supporting instructional design needs, and helping ensure alignment between course activities and program objectives.
• Support small‑group instructional activities and simulations by coordinating facilitator logistics, maintaining group rosters, preparing materials, and ensuring alignment with curriculum objectives.

Supervision and Training:

• Supervise and train an Academic Assistant III, providing guidance, task oversight, and ongoing skill development to support team performance and program needs.
• Instruct other Academic Assistant IIIs within the division as needed regarding tasks and/or skills specific to their area of expertise.

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing health care, the College of Medicine plays an impactful role in shaping the future of medicine.  

For more information about the College of Medicine and its programs, visit College of Medicine.  

We Offer Exceptional 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 

Learn more about what we have to offer here!

Expected Salary:

$46,000 - $52,000

Required Qualifications:

Bachelor’s degree and two years of relevant experience, or an equivalent combination of education and experience.

Preferred Qualifications:

The ideal candidate will possess:

• Master’s degree in education, academic administration, health sciences, or a related field.
• Experience in higher education administration, academic program coordination, or student services.
• Background managing contracts/affiliation agreements.
• Experience preparing academic documents or guiding faculty and students.
• Experience supporting course management, curriculum processes, or evaluation/reporting activities.
• Proficiency with Microsoft Office Suite and experience using academic systems such as Canvas, PeopleSoft, Workday, or similar tools.
• Demonstrated ability to manage multiple complex academic priorities in fast‑paced, deadline‑driven environments, using strong problem‑solving and critical‑thinking skills to identify issues, evaluate options, and recommend data‑informed solutions within established academic policies.
• Experience in making independent procedural decisions and escalating higher‑level matters appropriately, with proven flexibility and adaptability in responding to shifting program needs, unexpected issues, and rapid curricular changes.
• Commitment to continuous learning, quickly mastering new systems and processes, applying new knowledge to improve operations, and effectively using and supporting others in advanced academic technologies and office tools.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No