Academic Program Spec II

Job Description

Classification Title:

Academic Program Spec II

Classification Minimum Requirements:

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

Job Description:

Student Program Coordination

Responsible for all aspects of coordinating student programs, including Certificate, MHS, and PhD level programs. Assist students with questions, forms, and registration. Coordinate student registration for department-controlled and elective courses. Work with students to ensure proper, up-to-date forms are accurate; schedule appointments with academic advisors after forms have been reviewed. Serve as liaison between curriculum committee, academic advisor, and research mentor on student records, registration, and sensitive student issues. Responsible for understanding, interpreting, updating, and communicating the student handbook; provide accurate, consistent information to students and assist faculty with handbook queries. Assist with procurement of course-related materials; complete course textbook registration. Assure syllabi are completed on a timely basis and distributed to registered students. Assist faculty in managing Canvas files and course shells. Triage inquiries to appropriate respondents. Establish and manage academic web pages for student information. Prompt students throughout each semester regarding internal and university-wide deadlines to ensure timely graduation. Maintain academic website accuracy and post academic announcements. Participate in student recruitment activities including organizing applicant folders, scheduling applicant reviews, inputting applicant information into departmental database, and providing Admissions Committee with summary data. Serve as note taker and coordinator for Curriculum, Admissions, and Program committees; perform action items from meeting minutes. Maintain and organize all records for MHS, PhD, and certificate students. Manage academic advertisement materials including brochures, digital content, and program announcements. Maintain deadline calendar and ensure faculty meet all class and student requirement deadlines. Create and advertise semester courses; obtain and schedule classrooms; maintain course matrix to ensure alignment of PhD, MPH, MHS, BPH and BHS courses taught by EGH faculty. Work closely with PhD students during their defense semester to ensure completion of all graduation steps. Establish and maintain accurate weekly view of core courses. Assist with and prompt faculty to complete UCC1 and UCC2 forms. Schedule orientations, student gatherings, and committee meetings. Assist Chair with assigning students to committees. Set up classrooms with AV equipment as needed. Meet yearly with PhD Program Director and PhD students individually to confirm students are on track. In coordination with the Department Administrator, monitor off-book program expenses and budget.

MHS Program Coordination

Connect with applicants to EGH programs; collect, review, and assist in admission decisions on application materials. Work with the Office of Admissions and Graduate School to admit students and complete petitions for challenging packages. Reach out to prospective and pending applicants to guide them through the application process. Oversee the EGH program inbox and respond to inquiries. Submit memos/petitions to the Office of the University Registrar (OUR) for student file updates. Contact current Capstone students monthly to ensure they are on track to graduate. Help organize and present at the annual new student orientation and annual Capstone meeting. Oversee online admission applications; compose and sign routine admissions and advisement correspondence. Assist incoming international students with visa or visa transfer requests in coordination with the Graduate School and International Center. Access and manage academic student system documents. Assist with graduate student appointment/stipend letters; submit approved credit transfer information to the Graduate School; update committee members; assist Department Administrator with Graduate Faculty roster maintenance. Manage all student files for EGH academic programs. Provide accurate, timely information regarding student enrollment, dissertation committees, TA duties, etc. Securely maintain all student information in organized folders. Guide students through departmental and university policies regarding records and file access. Work with the Chair to execute the MHS strategic enrollment plan through outreach and dissemination, including researching recruitment avenues, attending recruitment events, and collaborating on marketing materials. Conduct exit interviews. Prepare and present annual MHS program reports including enrollment metrics and marketing/recruitment evaluation. Refine Standard Operating Procedures (SOPs) and policies in response to program growth.

Department Support

Serve as the primary face of the department, greeting, assisting, and referring visitors and students as appropriate. Route calls, take messages, triage routine requests, and make appointments as needed. Assist with website content, including articles, photos, and periodic auditing for accuracy. Provide assistance to the Administrative Specialist II when necessary to organize and conduct events such as faculty retreats, luncheons, dinners, and gatherings, including but not limited to catering orders, meeting set-up, and clean-up. Provide a welcoming, professional atmosphere to students, faculty, staff, visitors, and community members. Serve as point of contact for visiting speakers and scholars, including communications and drafting of posters, flyers, and other printed or digital materials. Coordinate transitional onboarding for new hires including interview scheduling, IRB coordination, and HR liaison activities. (Note: Faculty candidate travel logistics and itinerary coordination now primarily managed by Administrative Specialist II, Position #00036332 [5]. This position retains academic-facing onboarding coordination.)

Staff Mentorship

Mentor support staff as needed or requested by the Chair. Provide guidance related to workflow, communications, processes, and procedures. Direct activities, train, assign, and monitor work. Respond to inquiries and resolve problems.

Other duties as assigned

Expected Salary

$68,000 - $75,000 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 three years of relevant experience; or an equivalent combination of education and experience.

Preferred

• Experience working with students, faculty, or the public.
• Experience coordinating projects in an academic or research setting.
• Experience working with people from other cultures.
• Experience working with Canvas.
• Ability to maintain a high level of professionalism and integrity.
• Excellent communication, organizational, and computer skills.
• Experience with Microsoft Office Suite software, website development, and Adobe software products.
• Ability to work independently, maintain confidentiality, and exercise good judgment.
• Experience working in a research or academic environment.
• Willingness and ability to learn new tasks, problem solve and maintain a high level of attention to detail across all deliverables.
• Ability to remain calm and professional under pressure while adhering to departmental hierarchy and established protocols.
• Ability to interact with faculty, staff, and visitors in person, via written communications, and on the telephone, with professionalism and friendliness.

Special Instructions to Applicants

In order to be considered, you must upload your cover letter and resume.

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

This is a time-limited position.

If an accommodation is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the U.S. Searches are conducted in accordance with Florida's Sunshine Law.

Health Assessment Required: No

Applications Close: 19 October 2026

To apply, visit https://explore.jobs.ufl.edu/en-us/job/541616

Our Commitment: The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.