Academic Assistant III - Office of Student Affairs

Job No: 537799
Work Type: Full Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Veteran's Preference Eligible, Health Care Administration/Support
Department: 29010705 - MD-ED AFFR-STUDENT AFFAIRS

Job Description

Classification Title:

Academic Assistant III

Job Description:

The Office of Student Affairs in the College of Medicine's Educational Affairs area is seeking an Academic Assistant III to manage the Visiting Student Learning Opportunities (VSLO) program for College of Medicine 4th year MD students, domestic, and international medical students and 3rd Year scheduling for College of Medicine MD students.

The Office of Student Affairs at the UF College of Medicine manages the development of the medical student rotations through a broad-based clinical experience at our major teaching hospital - UF Health Shands, as well as at other affiliated sites.

About This Role:

Program Management

Manages away rotation and elective applications including reviewing, processing, scheduling and onboarding.
Tracks UF CoM medical student away rotations and submits student documents (VSLO requirements and home institution evaluations).
Assists with processing and tracking of Uniform Clinical Training Affiliation Agreements.
Serves as liaison between UF College of Medicine and AAMC Visiting Student Learning Opportunities (VSLO) program.
Schedules 3rd year clerkship and elective placements and assists with coordination and maintenance of the 3rd year rotation schedules.
Coordinates and tracks certification and paperwork for BLS, HIPAA N95 Mask Fit, and VA processing.

Administrative

Participates in annual VSLO training, proposes process modifications, and provides updates to UF CoM faculty and staff on relevant content.
Processes student evaluations and assists with grade submission for UF CoM student externships.
Maintains Standard Operating Procedures (SOP) for program management, visiting student webpages, onboarding documents/guides, and FAQs.
Reviews and revises course catalog modifications annually in conjunction with Career Advising Specialist.
Perform backup for the Career Advising Specialist and assists with various administrative duties, upon request.

Fiscal & Budget

Responsible for ensuring all application and rotation fees are collected and processed accordingly.
Tracks deposits and addresses concerns for the monthly budget reconciliation.
Reports funds received from the Foreign Gifts and Contracts monthly for UF Compliance and Ethics Office.

About the College of Medicine:

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing the health of populations, the College of Medicine plays a pivotal role in shaping the future of medicine.

For more information about the College of Medicine and its programs, visit College of Medicine.

We Offer Exceptional Benefits:

Low-cost State Health Plans: Medical, Dental, and Vision Insurance

Life and Disability Insurance

Generous Retirement Options to secure your future

Comprehensive Paid Time Off Packages: (includes over 10 paid holidays, as well as paid family, sick and vacation leave)

Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more

Tuition Assistance through the UF Employee Education Program

Public Service Loan Forgiveness (PSLF) Eligible Employer

Expected Salary:

$21.00 - 24.00 per hour; commensurate with education and experience.

Required Qualifications:

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

Preferred:

The ideal candidate will possess:

Foundational experience with educational programs.
Sound judgement and decision-making.
Strong organizational skills with attention to detail.
Ability to work both independently and collaboratively in a team environment.
Communicates effectively, professionally and timely with internal and external stakeholders.
Ability to adhere to HIPAA and FERPA regulations.
Strong interpersonal skills.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references.

This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

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).

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

Health Assessment Required:
No

Applications Close: 19 November 2025

To apply, visit https://explore.jobs.ufl.edu/en-us/job/537799

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.

Academic Assistant III - Office of Student Affairs at InsideHigherEd

Job Description

Resume Suggestions

Explore More Opportunities