Academic Program Spec II

University of Florida•Gainesville, FL

1d•$53,000 - $57,000

About The Position

The Academic Program Specialist II will be responsible for marketing, outreach, and recruitment for the UF MD-PhD Program. This role involves establishing and maintaining communication with prospective and current scholars, developing recruitment materials, coordinating interview seasons, and managing scholar application materials. The specialist will also play a key role in organizing events such as scholar retreats, dinners, and orientation periods. Additionally, the position provides program support by scheduling meetings, managing correspondence, and serving as a point of contact for student inquiries. The role also involves assisting with program evaluation by providing data and maintaining contact with graduated scholars. Other duties as assigned include filling in for MD-PhD staff during absences.

Requirements

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.
MS Outlook
MS Word
MS Excel
MS Teams
MS PowerPoint
UF systems (e.g., PeopleSoft, UFGO, etc.)

Nice To Haves

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