Academic Program Specialist (Finance)

Organizational Unit:

The USF Health College of Nursing is one of 14 colleges at the University of South Florida and one of four that make up USF Health. As a member of the prestigious Association of American Universities, USF is designated by the Carnegie Foundation as both a Research 1 and a Community-Engaged institution-reflecting its commitment to excellence in education, research, and service.

Nationally recognized as a leader in nursing education and research, the College of Nursing serves more than 2,000 undergraduate, master's, and doctoral students each year. For the fourth consecutive year, our Master of Science in Nursing (MSN) program has been ranked No. 1 among Florida's public universities by U.S. News & World Report -rising to No. 23 in the nation in 2025.

As an integral part of USF Health, the College of Nursing is guided by a mission grounded in excellence, innovation, and respect. We are dedicated to educating future nurses, advancing nursing science, and applying evidence-based practice to improve health outcomes and community well-being.

Position Summary:

The Academic Program Specialist provides essential administrative support to the Nurse Anesthesiology Program and the Advanced Pain Management Fellowship, under the direction of the Senior Academic Services Administrator. In addition to general program support, this role plays a key part in the supporting of student recruitment, admissions coordination, clinical placement logistics, and retention initiatives. The specialist also assists in broader student recruitment activities, event coordination, and various administrative tasks critical to the successful operation of both programs. Working closely with the Senior Administrator, the specialist helps execute project details, manage student and program records, and ensure compliance with accreditation standards. Additional responsibilities include logistical support for educational events, updating program materials, and facilitating communication between students, faculty, and external partners.Minimum Qualifications: This position requires a high school diploma or equivalent, with four years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Senate Bill 1310- The Florida Senate ( https://www.flsenate.gov/Session/Bill/2023/1310 ) 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:

• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor's degree;
• (c) Six years of direct experience for a master's degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) 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:

• Proficient in Microsoft Office Suite, database management, and learning management systems like Canvas and Banner.
• Excellent organizational, communication, and interpersonal skills with the ability to handle sensitive information with discretion.

• Familiarity with accreditation processes and standards in higher education, particularly in health-related fields, is preferred.
• Ability to work independently, prioritize tasks effectively, and manage time efficiently in a fast-paced academic environment.
• Demonstrated ability to collaborate with diverse groups, including students, faculty, staff, and external stakeholders
• Experience in healthcare or education administration.
• Knowledge of nursing or medical education practices.
• Experience with student advising or academic program support.

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

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. Contact the USF ADA Lead ( hr-ADA-Request@usf.edu ) to coordinate your accommodation request.Working at USF
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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.
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About USF
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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 .10% Student and Program Support for Nurse Anesthesiology and Pain Management Fellowship
- Assist in the recruitment process by coordinating informational sessions, managing application workflow,
- Maintain accurate student records, including enrollment status, academic progress, and compliance with program requirements.
- Entering permits, job posting on CRNA advising page, scheduling SAS rooms for exams, proctoring SAS exams, sending out calendar holds, updating SAS exam schedule, proctoring large group exam on as needed basis

25% Clinical on-boarding support and logistics
- Assists in nurse anesthesiology and pain fellowship clinical on-boarding activities, including orientation and compliance with health and immunization protocols, and initial clinical on-boarding advising sessions.
- Track student Administrative Time Off (ATO) and Personal Time Off (PTO), community service, professional events, and other educational activities.

20% Event and Meeting Coordination
- Organize and execute logistical arrangements for program events, workshops, cadaver weekends, and meetings, such as space bookings, material preparation, and attendee communication.
- Prepare event forms under the guidance of Sr. ASA or ASA
- Record and distribute minutes from meetings, manage event follow-ups, and ensure that all gatherings align with program objectives and accreditation standards.
- Collecting attendance and uploading attendance records; reporting any discrepancies or absences
- Attending the events in person and support the logistics on the day of the event

30% Clinical courses support
- Support the clinical course faculty in clinical courses administration
- Ordering digital textbooks, new edition textbooks or textbooks for new faculty
- Support clinical course assignment management
- Tracking clock-ins and clock-outs at clinical sites and communicating discrepancies
- Verifying clinical signatures and communicating discrepancies to the students and faculty
- Submitting monthly reports of clinical signature counts

10% Data Management, Reporting, and Communication Liaison
- Collect data for routine reports, assist in data analysis for program evaluation, and support the preparation of accreditation documentation.
- Assisting with databases or systems used for tracking student progress, clinical placements, and fellowship outcomes.
- Assisting with updating and maintaining program handbooks, program records, and other educational materials in coordination with faculty, program directors, and the Senior Academic Services Administrator.
- Ensure all program documentation adheres to university and accreditation policies, including record-keeping for accreditation reviews.

5% Other duties as needed