Academic Program Specialist I - Medical Education

Classification Title:

Academic Program Specialist I

Job Description:

The Academic Program Specialist I position supports the vision and strategy of assigned academic programs by coordinating and managing courses, implementing program policies and procedures, providing advanced academic and administrative support, and partnering with faculty, students, and stakeholders to ensure high‑quality program delivery. The role oversees program processes, contributes to continuous improvement, and supervises and trains Academic Assistant IIIs while supporting curriculum processes, documentation standards, and policy implementation across assigned programs.

About this role:

Academic and Program Administration Responsibilities:

• Manage effective delivery of assigned courses by coordinating schedules, instructional activities, assessments, and course materials while maintaining accurate, up-to-date content in the learning management system and related academic resources.
• Liaise with faculty, students, and internal/external stakeholders to facilitate course implementation, resolve complex issues, and ensure smooth program operations.
• Develop, implement, and maintain program processes, guidance documentation, policies, and communication procedures to strengthen compliance, consistency, and quality improvement.
• Monitor program activities for alignment with academic policies, objectives, and administrative requirements, identifying areas needing adjustment or clarification.
• Coordinate course and program evaluation activities by collecting, organizing, reviewing, and distributing data and feedback to faculty and program leadership.
• Provide high-level support to course directors, faculty, and leadership.

Student Support and Educational Services:

• Guide students regarding course expectations, requirements, and academic processes.
• Track completion of course activities, requirements, and evaluations, and finalize grades.
• Maintain records in compliance with FERPA, HIPAA, and institutional guidelines.

Collaboration and Stakeholder Engagement Activities:

• Communicate regularly with faculty, staff, and partners to support program operations.
• Coordinate logistics for academic activities, meetings, and events involving internal and external partners.
• Support course operations by coordinating communications, documentation, and processes related to faculty or preceptor participation, in collaboration with program leadership.

Curriculum and Instructional Support:

• Support the development, editing, and periodic updating of program documents, syllabi, templates, and academic or administrative resources.
• Assist faculty with curriculum‑related tasks, content preparation, or instructional coordination as needed.
• Contribute to curriculum planning and improvement efforts by providing feedback, supporting instructional design needs, and helping ensure alignment between course activities and program objectives.
• Support small‑group instructional activities and simulations by coordinating facilitator logistics, maintaining group rosters, preparing materials, and ensuring alignment with curriculum objectives.

Supervision and Training:

• Supervise and train an Academic Assistant III, providing guidance, task oversight, and ongoing skill development to support team performance and program needs.
• Instruct other Academic Assistant IIIs within the division as needed regarding tasks and/or skills specific to their area of expertise.