The Academic Program Specialist will be responsible for the on-campus graduate-level programs - Master of Arts in Speech-Language Pathology (M.A. SLP) and the Doctor of Audiology (Au.D.) in SLHS.
Academic Program Oversight and Administration:
This position implements and coordinates all matters and administrative policies and procedures in the graduate program. Recommends procedures and solutions to the Department Chair, Program Directors, and SLHS faculty to ensure compliance with Graduate School policy. This position completes instructor workload (AAR) for all graduate curricula, assists Program Directors and Department Chair with modifying existing curricula in the Academic Approval Tracking System, and manages course delivery in the Data/Learning System Functionality (DLSF) system in the university Student Information System (SIS). This position assists with managing academic and clinical education milestones in CALIPSO, a web-based application for speech-language pathology and audiology training programs.
Maintains records tracking continuing students’ progress toward key benchmarks, including program completion and good academic standing, successful completion of comprehensive exams, required clinical experiences, and research requirements. Collaborates with campus committees and personnel to ensure compliance with university rules and regulations. Oversees documentation of program coursework and grades for accreditation and reporting purposes, including course grade book and final grades for assignments, research reports, and virtual clinics. In collaboration with Program Directors, creates and distributes annual graduate surveys and compile responses for reports.
Assists with logistics for graduate open houses, graduations, and special events. Plans graduate program orientations and reconciles p-card purchases related to these events. Attend program and department meetings.
Admissions and Advising:
Monitor and maintain UF and Communication Sciences and Disorders Centralized Application Service (CSDCAS) admission sites to ensure applicants have submitted materials through both portals. Maintain new applications in CSDCAS. Support Program Directors with downloading and sorting verified applications for the department admissions committee to a central computer drive location. Ensure Graduate School receives recommended graduate applications for admissions approval. Organizes applications, department rubrics, and admission valuations. Pull CSDCAS reports. Communicate admission decisions to students. Work with Program Directors to ensure all admissions requirements are met.
This position assists Program Directors in guiding the applications/admissions process, course registration, graduate assistant (GA) appointments, health insurance, and immunization requirements, scholarships/fellowships, and various deadlines throughout the term. Facilitates communication between SLHS and the Graduate School, or faculty to foster professional development activities for MA and AuD students. Facilitates communication between SLHS and graduate students, faculty, mentors, course coordinators, Department Chairs, Dean’s Office, UF Graduate School, UF Registrar, UF Bursar, UF HSC Office, and other academic/administrative units as required. This position maintains the departments Graduate Student Listserv, creates and maintains program digital records, assists with updating student handbooks, updates graduate-level syllabi, and maintains SLHS graduate program website updates.
Oversees the processing of applications and records for a variety of programs including admissions-related documentation. This position manages all aspects of the admissions process including pre-application advising, application packets, letters of admission, letters of appointment/hiring paperwork, and GA appointments. This position processes department-administered student funding, including tuition waivers, stipends, scholarships, and award payments for SLHS graduate students. This position also maintains and creates the Schedule of Courses (SOC) each term and assists students with registration, enrollment correction, petitions, and fee payments. This role manages all department-level grade entry and approval, processes change of grade requests, department-level degree certification, textbook adoption, and prepares and submits petitions to the Graduate School.
Provides information and advice to current and prospective students in areas such as academic programs, admissions, tours, and career planning. Coordinate regular information sessions for potential students. Completes all site documentation including certification forms, compliance documents, and provides letters of good academic standing.
Clinical Education:
Manage contracts for the Clinical Education portion of the SLP/AUD programs including but not limited to: Working with the Office of the General Counsel and other university entities to ensure that agreements are appropriately reviewed prior to execution. Facilitates affiliation agreement document exchange between UF legal, the Directors of Clinical Education (SLP/AUD) and clinical experience sites. Maintains the database to track contractual agreements for expiry dates and inclusion of setting location. Researches and makes recommendations on the solicitation of new clinical contracts and the renewal of existing clinical contracts. Initiates paperwork related to new and renewal contracts with clinical affiliation sites. Oversees and facilitates the execution process of clinical experience site contracts and provides data for accreditation reports on clinical contracts.
Responsible for tracking the admissions and enrollment processes for graduate programs and preparing reports for the department. Will assist with managing the student placement process with clinical sites, with oversight from the Director of Clinical Education.
Maintains all records contract compliance, including student and site demographics, medical requirements, and annual compliance data. Provides timely communications with clinical experience facilities including notification of contract renewal dates and status updates on in-progress agreements.
Program Evaluation Performance:
This position prepares reports and compiles program data for accreditation reports for the Annual Council on Academic Accreditation (CAA) report, Southern Association of Colleges and Schools (SACS), and Florida Board of Governors related to the department’s graduate programs specific to enrollment, admissions, withdrawals, inquiries, and market tuition reports. Provides outcome assessment reports and information for comparative data reports to the Associate Dean and the Director as needed. Manages graduate course evaluations and faculty evaluations. This position manages GIMS/Slate records of all MA and AuD students.
Continuing Education:
Responsible for managing the department’s continuing education (CE) offerings and serving as the primary point of contact for the American Speech-Language-Hearing Association (ASHA) CE Provider program. This role supports all aspects of the CE administration, including recordkeeping, documentation, and processing of CE-related information.