Academic Program Specialist - Medical Education

Academic Program Specialist I - Medical Education

Job No: 541171

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Academic Advising/Support, Education/Training/Instructional Design

Department:  - MD-MEDICAL EDUCATION

Classification

Title:

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

The University of Florida's College of…