Academic Program Specialist III - Office of Graduate Student Programs

Academic Program Specialist III - Office of Graduate Student Programs

Apply now Job no: 537833
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Health Care Administration/Support
Department:  - MD-GRADUATE STUDENT PROGRAMS

Classification

Title:

Academic Program Specialist III

Job Description:

Step into the role as an Academic Program Specialist III within the College of Medicine Office of Graduate Education, supporting the Graduate Program in Biomedical Sciences which includes the Genetics and Genomics PhD program and the trainees at The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology in Jupiter, Florida. Based in Gainesville, Florida, this position plays a pivotal role in coordinating academic operations, student services, and strategic initiatives across both campuses.

As the Academic Program Specialist III
, key responsibilities will include overseeing the implementation and ongoing management of the Biomedical Sciences PhD program at the Gainesville and Jupiter campuses thus supporting the development and maintenance of hybrid learning environments and contributing to educational design and curriculum integration efforts.

About the Role:

Academic Program Management

• Serve as the primary Gainesville-based liaison for The Herbert Wertheim UF Scripps Institute for Biomedical Innovation & Technology graduate education activities, ensuring alignment with the College of Medicine’s standards and practices.
• Support the integration of Scripps Florida advanced curriculum offerings into the broader Graduate Program in Biomedical Sciences (BMS) framework.
• Collaborate on the design and delivery of hybrid learning experiences, including scheduling, technology coordination, and instructional support; collaborate closely with the BMS Program Manager to ensure alignment and coordination across all aspects of program administration and curriculum delivery.
• Partner with the Assistant Dean for Biomedical Sciences to establish and implement curricular policies and procedures.
• Lead annual curriculum review, revision, and assessment processes, including updates to student learning outcomes across all BMS concentrations; identify, evaluate, and resolve complex academic administrative issues affecting curriculum throughout all stages of a student training.
• Provide training and expert consultation to concentration directors and coordinators on curricular policies, procedures and best practices.
• Provide administrative support to course directors and instructors in BMS courses across all concentrations.
• Oversee Academic Activities Reporting (AAR) and College eRVU reporting/tracking/posting for BMS courses.

Program Operations and Administration

Onboard BMS first-year students.

Enter tuition waivers, Letters of Appointment (LOA), and fee payments for first-year students.

Monitor annual LOAs and identify issues for BMS students in years 2-5.

Student Services

• Manage and track first-year student lab rotations:
  Rotation 1 (Late July);
  Rotation 2 (October) Rotation 3 (Early January)
• Oversee registration for first-year students (fall, spring, and summer terms).
• Facilitate smooth transitions of students into their chosen concentrations.
• Monitor key academic milestones such as committee meetings, qualifying exams, and dissertation defenses.
• Communicate important curriculum deadlines to concentration directors, coordinators, faculty mentors, and students.

Course Administration

Administer core BMS courses GMS
6001 and GMS
6003 and meet with course and section directors to coordinate course delivery.

Develop course schedules and manage Canvas site set-up.

Coordinate audiovisual support for lecture recordings, paper discussions, and discussion leaders.

Cross Collaborative Operations

Support the overall operation of the Office of Graduate Education by performing a variety of tasks and responsibilities as assigned.

Collaborate with the Graduate Engagement and Communications Coordinator to plan and support student-centered events such as commencement, recruitment, and professional development activities.

Provide cross-functional support by stepping in to assist with duties typically…