Academic Program Specialist II - College of Medicine

Academic Program Specialist II - College of Medicine

Job no: 541450
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Student Services
Department:  - MD-ED AFFR-MEDICAL SELECTION

Classification

Title:

Academic Program Specialist II

Bachelor’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

The Academic Program Specialist II serves as a key member of the College of Medicine's MD Admissions team and is responsible for the administration, implementation, assessment, and continuous improvement of admissions, recruitment, applicant engagement, and pathway programs. This position manages complex operational processes, conducts stakeholder engagement, facilitates admissions selection activities, analyzes program outcomes, and leads implementation of initiatives that advance admissions objectives and enhance applicant experiences.

Program Events and Operations:

• Manage the planning, coordination, and execution of program events, including the MD’s annual admissions cycles, outreach events, committee meetings, and pathway programs.
• Partner with internal and external stakeholders on projects by sharing expertise, communicating progress, and contributing to successful project outcomes.
• Coordinate communication, scheduling, logistics, engagement activities, and event operations to ensure successful execution of virtual and in-person programs.
• Serve as a primary liaison with UF campus and College of Medicine partners through building relationships, facilitating communication, and coordinating resources to advance program goals and ensure effective service delivery.
• Administer admissions systems, records, and operational processes, ensuring data accuracy and compliance across university platforms.
• Maintain and improve program materials, websites, communications, and standard
  operating procedures, to enhance efficiency and service delivery.

Admissions, Recruitment, and Applicant Engagement:

• Oversee the MD application workflow through each admissions phase ensuring consistent execution of policies, timelines, procedures, and quality standards while identifying opportunities for process improvement
• Serve as a primary resource for applicant inquiries regarding admissions processes, requirements, program information.
• Ensure timely and accurate communication to all stakeholders in compliance with privacy regulations throughout the admissions cycle.
• Conduct outreach, engagement, and advising initiatives for applicants, pre-health advisors, and community partners, including admissions presentations and educational programming.

Program Selection:

• Manage the admissions and applicant selection operation by overseeing interview logistics such as applicant scheduling, communication, and program resources.
• Coordinate and facilitate admissions and selection committee operations, including agenda development, meeting preparation, documentation, decision tracking, and maintenance of confidential records.
• Ensure continuity of admissions and recruitment operations by managing backup coverage plans, monitoring critical processes, and maintaining operational readiness.
• Develop and analyze routine and ad hoc admissions, recruitment, and applicant engagement data to evaluate outcomes, inform enrollment strategies, and guide operational decision-making with leadership.
• Manage records and documentation related to accepted student requirements, ensuring compliance with enrollment, regulatory, and program standards
• Develop, administer, and evaluate surveys and feedback mechanisms to assess applicant experiences and identify opportunities for improvement.
• Manage cross-functional admissions…