Academic Program Spec II

Job No: 540121

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Academic Advising/Support, Office/Administrative/Fiscal Support

Department: 29750000 - MD-PHD PROGRAM

Job Description

Classification Title:

Academic Program Specialist II

Classification Minimum Requirements:

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

Job Description:

Marketing, Outreach, and Recruitment (50%).

• Establish and maintain the professional interface between all prospective and current MD-PhD
  
  

Scholars including prompt response to inquiries and requests about the UF MD-PhD Program, preparing

and sending electronically or by mail all explanatory materials (brochures, program descriptions, etc.).

• In collaboration with the UF HSC graduate school marketing staff and the CTSI Communications
  
  

Team, develop recruitment and marketing materials.

• Coordinate and organize of MD-PhD candidate interviews during the “interview season”, including
  
  

the scheduling of Q&A sessions with Program Directors for prospective applicants to the UF MD-PhD

Program.

• Collect, review for completeness, and maintain scholar materials for review by the Recruitment and
  
  

Selection Committee and the Directorate to include CVs, research materials, and AMCAS documents.

• Prepare, file, and mail interview packets and letters of offer to recruited applicants.
• In collaboration with the MD-PhD Program Fiscal Assistant, coordinate and organize the “second
  
  

visit” session for successful applicants to ensure a high rate of acceptance of offers and matriculation into

the UF MD-PhD Program.

• In collaboration with the UF CTSI Communication Team, create, design, and keep up-to-date the
  
  

UF MD-PhD Program website as a critical first step in UF MD-PhD Program marketing and recruitment.

• Work with the UF CTSI Fiscal Assistant to identify available funds for recruitment and marketing.
• Travel to conferences and events to advertise the MD-PhD program to prospective scholars.
  
  

Events and Scholar Retreats (25%)

• In collaboration with the MD-PhD Program Coordinator - develop announcements, coordinate
  
  

calendar invites, coordinate facility/room reservations, track reservations vs. attendance, and day-of

facilitation to include catering, set up and clean-up of event space, and presenter and attendees A/V

support for fall and spring retreats, monthly scholar dinners, monthly touch base lunches, ad hoc lunches,

first-look visit, and all events during the 2 week orientation period of new MD-PhD Scholars.

MD-PhD Program Support (15%)

• Schedules and coordinates meetings, preparing agendas and materials, managing
  
  

correspondence, and tracking action items.

• Supports continuity of program operations by serving as a secondary point of contact during staff
  
  

absences, high workload periods, or time-sensitive initiatives, and contributes to problem-solving and

workflow coordination to ensure efficient and consistent program delivery.

• Serve as a primary point of contact for program-related inquiries from students.
  
  

Follow-up and Evaluation of UF MD-PhD Program (5%)

• Provide the UF MD-PhD Evaluator with information required to ensure completion of materials by
  
  

the individual scholar and the UF MD-PhD Program as a whole.

• In coordination with Data Manager and the UF CTSI Communications Team, use direct contact on
  
  

social media to keep in contact with graduated Scholars for at least 15 years as a part of the MD-PhD

Program evaluation plan.

Other Duties as Assigned (5%)

• Fill in for MD-PhD staff during times of vacation, illness, and other absences.
  
  

Expected Salary:

$53,000-$57,000

Required Qualifications:

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

Preferred:

Experience in scholar recruitment is highly preferred.

Organizational and critical thinking skills

• Ability to work independently
• Ability to manage multiple priorities
• Flexible and adaptable
• Ability to coordinate multiple events and/or activities at one time
• Familiar with various project management techniques and approaches
• Excellent time management
  
  

Communication skills

• Ability to communicate effectively with various stakeholders
• Ability to communicate effectively through email and in-person
• Ability to maintain confidentiality
  
  

Software and system proficiency

• MS Outlook
• MS Word
• MS Excel
• MS Teams
• MS PowerPoint
• UF systems (e.g., PeopleSoft, UFGO, etc.)
  
  

Special Instructions To Applicants:

"In order to be considered, you must upload your cover letter and resume.

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

This is a time limited position.

Health Assessment Required:

No

Applications Close: 18 June 2026

To apply, visit https://explore.jobs.ufl.edu/en-us/job/540121

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.

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