Academic Services Administrator

Academic Services Administrator

The Department of Medical Education (DME) in the Morsani College of Medicine (MCOM) is headed by Dr. Bryan Bognar, Chair & Vice Dean for Educational Affairs. Dr. Bognar is responsible for the oversight of the Undergraduate Medical Education (UME) program and Graduate programs curriculum, all MCOM student services (Student Affairs, Admissions, the Experiential Learning Center), the School of Physical Therapy, the Athletic Training Education Program, and the Physician Assistant program. The Chair & Vice Dean also works collaboratively with Graduate Medical Education (GME), Continuing Professional Development, and the Deans for the College of Pharmacy, College of Nursing and College of Public Health to advance the education mission across the MCOM and USF Health. DME (including the MCOM student services) currently consists of 10 faculty members and ~50 administrators / staff members. The primary clients for DME are the medical students, DPT students, PA Students, the doctoral, post -doc / masters students, and the faculty / staff educators for the medical and graduate program curriculum. The department interacts with faculty, staff, administrators, students, and healthcare providers across USF Health, USF and other institutions.

The Academic Services Administrator plays a critical role in the administration of the USF Morsani College of Medicine (MCOM) Physician Assistant (PA) Program and serves as the administrator for academic activities within the Year 2 clinical year curriculum. This position reports to the Associate Director/Program Administrator and collaborates closely with the program's Clinical Director and Program Director, to develop, coordinate, and support all aspects of the clinical year. Responsibilities include clinical rotation on boarding, exam facilitation, coordinate End of Rotation activities, scheduling classrooms, instructor/preceptor scheduling; and maintaining all aspects of the clinical year evaluation platform, and design, maintenance, and updating of Canvas course shells. The position supports new clinical student orientation events, supports program administrative team with events for the prospective and enrolled students, admissions initiatives, the management of student government and leadership groups and student wellness activities. This role is responsible for project planning to ensure tasks are completed by required deadlines. The Academic Services Administrator maintains frequent contact with clinical year facility partners, faculty, staff, administrators, students, and guest lecturers. The ideal candidate must be able to multitask, produce high-quality professional correspondence, demonstrate strong attention to detail with high level of critical reasoning, prioritize effectively, and work collaboratively as a team player in a dynamic, fast paced environment.

This position is not eligible for Visa Sponsorship.

This position will be based at the Downtown Campus and require in-person work 3-5 days per week.

Responsibilities

Administers academic operations with primary focus on the Year 2 clinical curriculum. Coordinates preceptor and clinical onboarding assignments. This includes scheduling year 2 students with preceptors, communicating with preceptors regarding location and availability. Collaborates with staff and clinical preceptors at affiliated clinical facilities to develop and execute student readiness and documentation for participation in clinical activities prior to year 2. Proactively ensure that all student requirement for clinical participation are met prior to students starting rotations, including performing orientations, module assignments and facility trainings prior to the end of the students' year 1 to ensure such requirements. Assumes the role of coordinator for room reservations, parking information, guides and documents. Schedules and deploys clinical rotation preceptor evaluations. Ensures updated preceptor information is collected.

Coordinates exam scheduling, proctoring, and facilitation of exam deployment through a standardized exam platform. Manages classroom set ups and instructor scheduling ensuring all course lectures are prepared and delivered. Coordinates, schedules and manages the scheduling and administration of all experiential learning activities with USF partners. Leads project planning activities to ensure timely completion of tasks and initiatives. Serves as a primary point of contact for the Year 2 Clinical Director, Program Director, program faculty, staff, administrators, students, and guest lecturers.

Designs, updates, and maintains Canvas course shells. The position supports new clinical student orientation events, supports program administrative team with events for the prospective and enrolled students, admissions initiatives, the management of student government and leadership groups and student wellness activities.

Performs other administrative duties as assigned by the Clinical Director, Program Director and Program Administrator.

Qualifications

Minimum Qualifications:

• This position requires a Master's degree in education or a field of study related to the academic program, or a Bachelors degree in those same fields with a minimum of two years of experience.
• Proficient experience using Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

Senate Bill 1310- The Florida Senate is conditional upon meeting all employment eligibility requirements in the U.S.

SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:

• Two years of direct experience for an associate degree;
• Four years of direct experience for a bachelor's degree;
• Six years of direct experience for a master's degree;
• Seven years of direct experience for a professional degree; or
• Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310

Preferred Qualifications:

• Experience in medical education academic environment developing and administrating academic and activities.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.