Academic Assistant II

University of Florida•Gainesville, FL

19h•Onsite

About The Position

This position provides marketing, outreach, and recruitment support for the MD-PhD Program Directorate and Scholar Recruitment and Selection Committee. It involves establishing and maintaining professional communication with prospective and current scholars, developing recruitment materials, coordinating candidate interviews, managing scholar application materials, and preparing offer letters. The role also includes coordinating "second visit" sessions for successful applicants, maintaining the MD-PhD Program website, and identifying available funds for recruitment and marketing. Additionally, the position supports events and scholar retreats, provides administrative support for the MD-PhD Program, and assists with the follow-up and evaluation of the program by providing information to the evaluator and maintaining contact with graduated scholars via social media.

Requirements

High school diploma or equivalent
Three years of relevant experience

Nice To Haves

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
Ability to communicate effectively with various stakeholders
Ability to communicate effectively through email and in-person
Ability to maintain confidentiality
MS Outlook
MS Word
MS Excel
MS Teams
MS PowerPoint
UF systems (e.g., PeopleSoft, UFGO, etc.)

Responsibilities

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.
In collaboration with the UF HSC graduate school marketing staff and the CTSI Communications Team, develop recruitment and marketing materials.
Coordinate and organize MD-PhD candidate interviews during the “interview season”, including the scheduling of Q&A sessions with Program Directors for prospective applicants.
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 Offer Acceptance Letters to successful 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.
Working with the UF CTSI Fiscal Assistant to identify available funds for recruitment and marketing.
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.
In collaboration with the MD-PhD Program Coordinator and the MD-PhD Directorate, provide administrative support and operational backup during high-priority activities and peak program cycles, reporting deadlines, and major program events.
Assist with scheduling and coordinating meetings, preparing agendas and materials, managing correspondence, and tracking action items.
Support continuity of program operations by serving as a secondary point of contact during staff absences, high workload periods, or time-sensitive initiatives, and contribute to problem-solving and workflow coordination to ensure efficient and consistent program delivery.
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.