Academic Program Specialist

Title: Academic Program Specialist

Employee Classification: Academic Program Specialist

Campus: University of North Texas - Health Science Center

Division: HSC-Provost & Exec VP

Sub Division-Department: HSC-Texas Coll of Osteopathic Med

Department: HSC-Internal Medicine-GERI-300700

Job Location: Fort Worth

Salary: Commensurate with experience

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

The Department of Internal and Specialty Medicine at the University of North Texas Health Science Center (UNTHSC) is committed to excellence in patient care, education, research, and community engagement. As part of UNT Health, the department provides comprehensive primary and specialty care to all populations across the region.

Position Overview

The Academic Program Specialist provides mid-level academic, administrative, and operational support for the Department of Internal Medicine & Geriatrics. This position coordinates student and resident rotations, manages academic scheduling and documentation, supports faculty education activities, assists with research and mentorship programs, and provides administrative support for departmental operations. The role serves as a key liaison among faculty, students, trainees, external partners, and administrative teams to ensure smooth delivery of educational programs and day-to-day departmental functions.

Minimum Qualifications

Bachelor's degree and two (2) years of related experience; or equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn academic and scheduling systems.
• Ability to manage multiple projects, priorities, and deadlines with strong organizational skills.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to work both independently and collaboratively with faculty, staff, students, and external partners.
• Strong attention to detail, accuracy in documentation, and commitment to confidentiality.
• Ability to troubleshoot basic technology issues for students and assist with system navigation.
• Customer service–oriented approach with professionalism, discretion, and sound judgment.
• Knowledge of medical or health professions education processes preferred.
• Ability to coordinate complex scheduling needs and maintain accurate academic records.

Job Duties

• Create and maintain monthly Geriatrics rotation schedules for medical students and residents, ensuring all rotation slots, preceptors, and clinic needs are accurately assigned.
• Coordinate all student shadowing experiences for TCOM learners rotating in all elective rotations of The Department of Medicine.
• Coordinate with external program coordinators to manage cross-institutional scheduling, requirements, and documentation. 
• Provide day-to-day rotation support, including schedule adjustments, technology troubleshooting, and responding to student questions.
• Collaborate with the Rotation Director to monitor rotation requirements, maintain student tracking systems, and ensure all Geriatrics program websites and documentation remain current and accurate.
• Coordinate student shadowing, support Clin Ed with additional placement requests, manage student inquiries, and schedule meetings related to advising, mentorship, research, and performance concerns.
• Maintain accurate advising and mentorship documentation in EIS and request system access for incoming trainees.
• Support annual academic cycles, including proofreading/uploading Letters of Recommendation, scheduling faculty evaluations/check-ins, and assisting with Teaching Agreement renewals as needed.
• Provide administrative and scheduling support for trainee programs, including Rural Medicine stipend requests and coordination of MSTAR activities (summer scheduling, room reservations, communications, and event supplies/food.
• Provide administrative support for departmental operations, including event coordination, time-off processing, calendar upkeep, service requests, and IMGSPEC committee activities.
• Serve as backup for travel and reimbursements, requisitions, EPARs, FEM/FCW processes, and asset inventory.
• Manage purchasing responsibilities, including PCard transactions, reconciliation, and occasional requisitions; coordinate maintenance, IT, and facility service requests.
• Assist with departmental communication, documentation, and general operational support for faculty, staff, students, and trainees.

Physical Requirements

• Communicating with others to exchange information.
• Lifting and Moving objects up to 20 pounds.
• Sedentary work that primarily involves sitting/standing.
• Moving about to accomplish tasks or moving from one worksite to another.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Monday - Friday, Full-Time

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

Benefits

For information regarding our Benefits, click here.

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit –and takes actions to prevent – discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.