Program Coordinator

University Of Florida; Gainesville (FL); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Tuition assistance

Generous leave program

PSLF eligible employer

Job summary

University of Florida seeks an Academic Program Specialist I on the Gainesville campus to support the Occupational Therapy Doctorate program. You will coordinate registration, scheduling, textbook adoptions, grading processes, and student communications, serving as a liaison for faculty and students.

The role also covers admissions processing, enrollment coordination, program recruitment activities, and clinical education administration, requiring strong organizational and communication skills.

Qualifications

• Bachelor's degree and two years of relevant experience; or an equivalent combination of education and experience.
• Master’s degree in education or a related field is strongly preferred.
• Excellent interpersonal skills and ability to provide customer service in a fast-paced environment.
• Highly organized with attention to detail and strong written and verbal communication.
• Excellent prioritization skills and ability to track goals and follow through.
• Self-starter who can work autonomously and collaboratively.
• Proficient in MS Suite (Outlook, Word, Excel, PowerPoint) and basic website maintenance.

Responsibilities

• Provide administrative support for the OTD program, including registration, scheduling, and textbook adoptions.
• Manage admissions processes and coordinate enrollment across multiple cycles.
• Coordinate recruitment activities, campus visits, and events for program promotion.
• Assist clinical education staff with site agreements and documentation compliance.
• Perform other duties as assigned.

Skills

Interpersonal skills

Organizational skills

Communication

Prioritization

Autonomy

MS Office

WordPress

Team player

Education

Bachelor's degree

Master’s degree preferred

Tools

MS Suite

WordPress

Job description

Job no: 541389
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Communications/Public Relations/Marketing, Education/Training/Instructional Design, Allied Health, Student Services
Department: 33030000 - HP-OCCUPATIONAL THERAPY

Classification Title:

Academic Program Specialist I

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

Job Description:

Program Support

This position provides administrative support for the implementation of the OTD program. Serves as the primary point of contact for OTD student registration, course scheduling, classroom assignments, and textbook adoptions through the University Bookstores. Monitors the submission of grades through Grade-A-Gator, the University’s official online grading system, and facilitates course evaluations. Serves as a liaison between students and the Program Director when questions arise, including scheduling appointments and directing students to appropriate resources as needed. Serves as a liaison to the departmental Fiscal Assistant regarding the purchase of equipment and supplies for OTD courses and activities and maintains related inventory. Provides administrative support for departmental student organizations as well as attends and participates in faculty meetings. Completes the Academic Activity Reporting for all faculty and provides additional faculty support as needed. Maintains systems to track recruitment and application activities and prepare related reports at the request of the Program Director. Develops and maintains enrollment reports for the OTD program and identifies and reports trends related to recruitment efforts. Tracks and maintains program inventory related to marketing and recruitment activities and coordinates orders as needed. Organizes OTD program events, including Capstone Presentation, Networking Event, Pinning and Awards Ceremony, OTD Open House, and OTD information sessions and assists with other program events as needed.

Admissions

Serves as the primary point of contact for all communications related to admission to the OTD program. Manages the processing of student applications during two OTD and one Bachelor of Health Science-OTD admission cycles. Utilizes admissions databases to organize and categorize applications for faculty review and prepare applicant decision letters. Coordinates the enrollment of admitted students, communicates admission decisions to applicants, monitors completion of enrollment requirements (e.g., prerequisite courses, vaccinations, HIPAA, etc.), and plans welcome sessions and program orientation. Assists prospective students with questions, forms, and other admission-related needs. Assists the Program Director in the design and implementation of admissions processes. Interprets applicable admissions regulations and policies as well as develops and implements systems to effectively manage admissions activities. Manages the application processes of the OTD program, which involves monitoring and tracking applications in SLATE (internal) and Occupational Therapy Centralized Application Service (OTCAS) (external), initiating and maintaining consistent communication with multiple parties, and ensuring timely review and decision-making. Composes and signs routine correspondence pertaining to admissions. Liaises with the University’s admissions office regarding admission-related petitions. Assists in establishing performance goals and measures to evaluate the effectiveness of OTD admissions processes and program outcomes.

Recruitment

Coordinates multiple aspects of recruitment for the OTD program, including recruiting prospective students, facilitating campus visits, and attending select local, regional, and national events and conferences to promote and represent the program. Coordinates informational sessions and open houses and represents the program at recruitment fairs. Develops and maintains recruitment and admission content for websites, social media, and other platforms. Collaborates with the college’s marketing team to promote the OTD program. Collaborates in the development and distribution of marketing materials for the OTD program and assists with the development and distribution of marketing materials, including multimedia content for websites and social media platforms. Supports recruitment efforts by facilitating connections among current students, alumni, and prospective students. Serves as the first point of contact for prospective students, employers, and other stakeholders. Triages telephone calls, responds to program-related inquiries, and assists visitors as needed.

Clinical Education

Assists clinical education staff with maintenance of clinical affiliation agreements, solicitation of clinical sites and associated documentation, and maintenance of student and clinical site contact information within the clinical education database. Maintains student and clinical education documentation in accordance with applicable legal and professional accreditation requirements. Ensures documentation related to OTD student graduation and state licensure requirements is accurate, complete, and processed in a timely manner. Facilitates correspondence with University Administrative Offices, PHHP Dean’s Office, clinical site partners, and multiple state licensure boards.

Other Duties

Completes other duties as assigned.

$60,000 - $65,000 annually; commensurate with education and experience.

The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visit UF HR Benefits and Rewards at https://benefits.hr.ufl.edu/ .

Required Qualifications:

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

• Master’s degree in education or a related field is strongly preferred.
• Excellent interpersonal skills. Ability to provide effective customer service and work collaboratively with students, faculty, staff, and external stakeholders in a fast-paced environment.
• Highly organized with good attention to detail.
• Excellent oral and written communication skills.
• Excellent prioritization skills including proficiency in goal setting, tracking, and follow through.
• Highly motivated self-starter and effective at working autonomously.
• Proficient in MS Suite (e.g., Outlook, Word, Excel, PowerPoint) and general computer skills.
• Knowledge of maintaining websites (WordPress).
• Demonstrated team player.

The University of Florida is an Equal Employment Opportunity Employer.