Academic Program Specialist II - College of Medicine

University of Florida; Gainesville (FL); On-site; USD 59,000 - 63,000; Full time

Benefits offered by this job

Low-cost health plans

Retirement options

Paid time off with 10+ holidays

Professional development opportunities

Tuition assistance

Public Service Loan Forgiveness (PSLF)

Job summary

University of Florida in Gainesville is seeking an Academic Program Specialist II to lead admissions operations, engagement initiatives, and pathway programs within the College of Medicine’s MD Admissions team. The role emphasizes coordinating events, managing the MD application workflow, and driving continuous improvement in processes and candidate experiences.

The position focuses on liaising with internal and external stakeholders, administering admissions systems, and ensuring data accuracy

Qualifications

• Bachelor’s degree and three years of relevant experience, or an equivalent combination.
• Experience in admissions, registration, or student records preferred.
• Strong interpersonal and presentation skills for in-person and online settings.

Responsibilities

• Coordinate program events and MD admissions cycles, including outreach events and pathway programs.
• Oversee admissions workflow, timelines, and communication with applicants and stakeholders.
• Manage committee operations, prioritizing data accuracy and privacy compliance across university platforms.
• Develop surveys and feedback mechanisms to assess applicant experiences and guide improvements.
• Maintain and improve program materials, websites, and standard operating procedures.

Skills

Higher education admissions

Interpersonal skills

Communication skills

Education

Bachelor’s degree and 3 years experience

Tools

Microsoft 365

Adobe

Job description

Classification Minimum Requirements

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

Classification Title

Academic Program Specialist II

Classification Minimum Requirements

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.

Program Assessment, Reporting & Continuous Improvement

• 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 and recruitment operations, overseeing special initiatives and operational priorities while ensuring alignment with strategic goals.

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 Assistancethrough theUF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

About Gainesville, Florida

Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.

Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, and a thriving local culture with farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!

For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds

Expected Salary

$58,500 - $63,000

Preferred Qualifications

• Experience with higher education, particularly in admission, registration, and/or student records.
• Experience with Microsoft 365/Microsoft Office Suite and Adobe.
• Experience maintaining records in a database format.
• Strong interpersonal, relationship-building, and presentation skills for individual and group audiences occurring in-person and online.
• High attention to detail.
• Well-developed analytical skills with the ability to critically assess information.
• Ability to envision, lead, and coordinate projects in areas of responsibility.
• Ability to foster and maintain positive relationships with stakeholders, including applicants, students, coworkers, faculty, and university offices.
• Ability to thrive in a deadline-driven environment, flexibility to adapt to changing circumstances, and effective time management & prioritization skills.

Health Assessment Required: No