Academic Program Specialist I - Medical Education

Academic Program Spec I

The Academic Program Specialist I plays a vital role in supporting the University of Florida College of Medicine's undergraduate medical education programs. This position helps coordinate clinical learning experiences across third- and fourth-year clerkships, electives, preceptorships, and physician assistant rotations. Working closely with faculty, clinical sites, educational leadership, and students, the role helps ensure programs run smoothly and students receive a high-quality educational experience. The position combines organization, communication, problem-solving, and technology skills to support scheduling, Canvas course management, evaluations, grading, student records, and educational initiatives across the Gainesville and Jacksonville campuses.

About This Role

Course Management 

• Manage scheduling and planning for clinical preceptorships, electives, and clinical clerkships for UF Medical and PA students. 
• Develop and maintain comprehensive learning management platforms using LMS and evaluation systems.
• Contribute to the development, implementation, and maintenance of the medical student clerkship curriculum. 
• Advise students and collaborate closely with clerkship directors on all aspects of clinical clerkships.
• Monitor student progress throughout all clinical rotations. 
• Collaborate with PA program administrative staff to schedule PA rotations and assist with PA student evaluations as needed.

Evaluation and Grading 

• Oversee evaluation and grading systems for preceptorships, electives, and clerkships. 
• Coordinate with clerkship directors to assign, match, and track evaluations for students, residents, and faculty. 
• Manage grading workflows and summative assessments to ensure accuracy and consistency. 
• Compile grading spreadsheets from evaluations and ensure timely posting of scores, feedback, and grades in varied systems. 
• Organize logistics and scheduling for grade committees and support the grievance process.

Scheduling 

• Manage clerkship scheduling activities and troubleshoot operational issues as they arise. 
• Assist with site logistics and effectively communicate with stakeholders. 
• Coordinate midpoint check-ins, orientation schedules, and maintain accurate student records.
• Support remediation processes and track student progress across clerkships.

Student Services

• Provide support for preceptorship, elective, PA, and medical student clerkship services. 
• Communicate proactively with students and manage absence reporting, assignment tracking, and exam coordination. 
• Coordinate student accommodations and administrative tasks linked to clerkship progression. 
• Support MSPE data entry, including compiling narrative assessments.

Reporting and Accreditation 

• Produce data and reports required for accreditation, compliance, and internal reporting. 
• Support accreditation needs while ensuring adherence to FERPA requirements. 
• Maintain electronic tracking of teaching efforts associated with clerkships. 
• Assist with curriculum mapping initiatives in collaboration with the Office of Educational Affairs (OEA).
• Compile evaluations and clinical education data for COM reporting.

Administration 

• Perform administrative duties supporting teamwork and collaboration across departments. 
• Identify and manage needs related to multidisciplinary clerkships. 
• Provide mentorship and training to staff and contribute to cross-collaboration initiatives. 
• Coordinate travel for clerkship directors to attend meetings.

$50,000 - $52,000 annually

Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.

The ideal candidate will possess:

• 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

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.