Academic Program Specialist I - Medical Education

About the role

The Academic Program Specialist I provides advanced support in administration of the UF College of Medicine (COM) undergraduate clinical courses. This position coordinates all aspects of medical student clinical training, including the third- and fourth-year clerkships, fourth-year electives, first and second-year preceptorships, and physician assistant (PA) rotations. The administrator will collaborate with clerkship directors and provide advanced support for course management within the learning management system, assist in scheduling, cumulate assessment, evaluation and grading data, provide cross-campus alignment with Jacksonville, and maintain accreditation and reporting with the College of Medicine.

Responsibilities

• 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.
  • Aid in 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.
  • Cookordinate 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.
  • Cookordinate travel for clerkship directors to attend meetings.

Qualifications

• 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.

Benefits

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.