Academic Assistant II

University of Florida•Gainesville, FL

1d•Hybrid

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 communication with prospective and current MD-PhD Scholars, developing marketing materials in collaboration with university staff, and coordinating candidate interviews. The role also includes collecting and maintaining scholar application materials, preparing offer letters, and coordinating events and scholar retreats. Additionally, it offers administrative support for program operations, assists with follow-up and evaluation of the program, and maintains contact with graduated scholars for program evaluation.

Requirements

High school diploma or equivalent
Three years of relevant experience
MS Outlook
MS Word
MS Excel
MS Teams
MS PowerPoint
UF systems (e.g., PeopleSoft, UFGO, etc.)

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

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.
Prepare and send 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 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.
Create, design, and keep up-to-date the UF MD-PhD Program website in collaboration with the UF CTSI Communication Team.
Work with the UF CTSI Fiscal Assistant to identify available funds for recruitment and marketing.
In support and collaboration with the MD-PhD Program Coordinator – develop announcements, coordinate calendar invites, coordinate facility/room reservations, track reservations vs. attendance, and day-of facilitation for events.
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.
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.