Academic Program Spec I

University Of Florida; Gainesville, Northern (FL, KY); On-site; USD 49,000 - 51,000; Full time

Job summary

University of Florida is seeking an Academic Program Specialist I on the Main Campus (Gainesville, FL) to support Heavener School of Business international programs. You will audit applications, advise current and prospective students, manage calendars, and coordinate events and materials.

Qualifications include a Bachelor's degree and two years of relevant experience; Terra Dotta familiarity is a plus. The role emphasizes strong communication, teamwork, and efficient administrative support.

Qualifications

• Bachelor's degree and two years of relevant experience or an equivalent combination.
• Experience with Terra Dotta is highly desirable.
• Excellent written and oral communication skills.
• Proficient Microsoft Excel and general IT literacy.
• Strong organizational and time-management abilities.

Responsibilities

• Serve as the primary contact for IP Office and handle inquiries via multiple channels.
• Oversee application audits and progression for study abroad programs and liaise with UFIC.
• Process applications and records, making independent pre-approval decisions per guidelines.
• Provide information to current and prospective students, families, and faculty on programs and admissions.
• Manage IP department calendars and course equivalency requests.
• Assist scheduling information sessions, appointments, and meetings and prepare promos.
• Update program websites and related academic resources.
• Prepare documents and arrange travel as needed.
• Coordinate study abroad events and transcript processing for Heavener programs.
• Contribute to program assessment and supervise student assistants.

Skills

Excellent written and oral comms

Microsoft Excel skills

Teamwork and collaboration

Customer service

Education

Bachelor's degree

Tools

Terra Dotta

Job description

Job no: 541000
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Office/Administrative/Fiscal Support, Student Services
Department: 17220500 - BA-UPO INTERNATIONAL

Classification Title:

Academic Program Spec I

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

About the Heavener School of Business:

One of the nation’s top-ranked undergraduate public business schools, the Heavener School of Business offers bachelor’s degrees in Finance, General Studies, Information Systems, Management, and Marketing to more than 5,000 students. The four pillars that drive the Heavener School of Business are Academics, Career Development, International Studies, and Leadership. With this foundation, Heavener graduates are prepared to build exceptional careers and lead lives of purpose.

About the University of Florida:

The University of Florida is a major research institution that is leading the way by harnessing the power of artificial intelligence (AI), leveraging the brightest minds, and educating the next generation of leaders to solve some of the world’s most formidable challenges. Every day, the people and programs at the University of Florida solve problems, change lives and widen our view of what’s possible. See what our work means for you.

Key Functions and Responsibilities Include but are not limited to:

• Serving as the primary contact for the IP Office, addressing general inquiries through various communication modes.Undertaking general office responsibilities, including reception duties and supply orders.
• Oversees the process of application audit and review, and application stage progression for all study abroad applications, including providing critical information to applicants regarding next steps, sorting application materials, and liaising with newly admitted students and University of Florida’s International Center (UFIC).
• Oversees the processing of applications and records and makes independent decisions regarding application audits and pre-approvals for Heavener International Study Abroad Programs following prescribed guidelines.
• Provides information and advice to current and prospective students, parents, faculty regardingacademic programs, admissions, financial aid, and scholarships.
• Manages calendars for the IP department, as well as overseeing and processing course equivalency requests.
• Assisting in scheduling activities such as information sessions, setting appointments, organizing meetings, and preparing promotional materials.
• Updating academic resources such as program websites.
• Assisting with document preparation and travel arrangements.
• Assisting the IP Team in coordinating study abroad events including Study Abroad Fairs, Business Bashes, etc.
• Processing HSB sponsored programs’ transcripts.
• Contributing to program assessment and performance.
• Recruiting, training, and supervising student assistants for the IP department.

Candidates are required to exhibit excellent written and oral communication as well as strong Microsoft and excel skills including teamwork and collaboration.

$49,000 - $51,400

Required Qualifications:

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

Preferred:

Bachelor’s degree and a minimum of two years of full-time professional experience.

Experience with and knowledge of Terra Dotta is highly desirable.

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

Health Assessment Required: No

Advertised: 18 Aug 2026 Eastern Daylight Time
Applications close: 08 Sep 2026 Eastern Daylight Time

The University of Florida is an Equal Employment Opportunity Employer.