Academic Program Specialist II/III

4 weeks ago

Gainesville, United States University of Florida Full time

Job Description:

This position is the ‘face of the PharmD program,’ as it is the first point of contact for all applicants. Responsibilities include, but are not limited to, processing all application materials using existing software applications. An overall understanding of the University of Florida’s mechanisms and procedures used in professional school applications is expected and the ability to work with an ever-changing paradigm is understood.

Admissions: Responsible for managing admissions and new student enrollments which includes a review of each applicant to determine classification. Review student transcripts to ensure they have met the pre-requisites for admission. Responsible for maintaining UF College of Pharmacy information in PharmCAS. Utilize PharmCAS and Salesforce to process applications for review by Admissions Committee. Utilize SalesForce to track students through the application cycle. Responsible for processing applications in PharmCAS/WebAdmit. Reconcile data between PharmCAS/Salesforce to make sure both systems are reporting applicant data correctly. Verify all applicant data is imported correctly from PharmCAS to Salesforce. Upload Interview Day applicants from PharmCAS into Salesforce. Update various reports in Salesforce and PharmCAS with new data needs identified by Associate Director of Admissions. Communicate with applicants regarding their applications progress throughout the Admissions process. Track students’ requirements for entry into the program and monitor the completion of those requirements. Send communications to students regarding the status of their requirements and expected completion. Review transcripts for prospective and admitted students to determine eligibility. Track seat deposits and work with Salesforce Administrator to correct inconsistencies. Incumbent will work with the UF Registrar of PharmD student admissions and problem solve issues with UF admissions. Provide support for the early assurance program. Mentor applicants and Pharmacy Early Assurance Program students to facilitate transition from leads to applicants. Meet with students in PEAP program to determine their progress in the Program and when they should apply to the PharmD Program. Lead interview day events including liaising with the events team, ambassadors, faculty and students, facilitating room reservations and food planning. Creates the schedule of the day and communicates event logistics to all parties Host PharmCAS preparation workshops in coordination with the recruiter.

Administrative Support:  Incumbent is responsible for preparing enrollment management reports for AACP. Prepare various reports for initiatives in the “stop the melt” campaign. Prepares agendas and minutes for the admissions committee. Prepare admission scholarship letters. Responsible for supporting admissions by writing various letters, reports, and preparing data for admission scholarships. Liaise with the Salesforce team to ensure program integrity and utility.

Event Support:  Co-lead the College of Pharmacy Open House. Coordinate and execute interview days for PharmD program. Lead Early Assurance Programming such as the how to apply in PharmCAS webinar. Participate in recruiting webinars directly related to area of expertise. Coordinate the PEAP Pinning Ceremony with the Pre-Pharmacy Advisor and Recruiter. 

The University of Florida College of Pharmacy values the benefit of having a team that consists of diverse talents, skills, strengths, points of view and experiences. The college is committed to cultivating an environment where everyone is respected for their intrinsic value and developing the next generation of clinicians and scientists who will positively impact the health of others. We’re committed to creating a working environment where everyone can be heard and recognized for their contributions. In recognition of such efforts, the College of Pharmacy is the 3-time recipient of the Insight into Diversity Health Professions Higher Education Excellence in Diversity Award.

Expected Salary:

Level II range: $k-$k

Level III range: $k-$k

Employment Benefits include: Health Insurance: UF participates in state- and university-sponsored benefits programs for individuals, families and domestic partners, and offers voluntary insurance that includes vision, dental, long-term disability and more. Retirement Options: Attractive options include Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan. Leave: UF Faculty and Staff enjoy a generous paid leave plan as well as access to a sick-leave pool, maternity/paternity leave, and leave payouts. To learn more visit: Minimum Requirements:

This position will be filled as an Academic Program Specialist II or Academic Program Specialist III dependent on candidate experience and qualifications. Working Title: Admissions Specialist

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

Level III: Master’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

Ideal Candidate (for a Level II or III) will possess:

Experience working in an academic department, and with student services coordination & management. Experience working with Salesforce preferred. Proven ability to conduct responsibility with a high degree of professionalism and able to consistently maintain confidentiality. Proven ability to communicate effectively, both verbally and in writing. Proven ability to establish and maintain effective working relationships. Proven ability to plan, organize, and establish student services related priorities.

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