Academic Program Specialist III - Graduate Student Programs

University of Florida • Gainesville, FL

1d • $60,000 - $70,000 • Onsite

About The Position

The Office of Graduate Education (OGE) in the College of Medicine seeks a highly organized and proactive Academic Program Specialist II to support the Assistant Dean for Postdoctoral Affairs. The position will report to the Associate Director of Academic Affairs. This position plays a critical role in coordinating programs, communications, and operational activities that enhance the recruitment, development, and overall experience of postdoctoral scholars. The successful candidate will collaborate with internal and external stakeholders to ensure efficient program delivery and effective support of strategic initiatives.

Requirements

• Master’s degree and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

• Demonstrated experience with postdoctoral environments or similarly related higher education experience.
• Demonstrates critical thinking and problem-solving skills, works proactively, and takes ownership of responsibilities and/or problems.
• Excellent written and verbal communication skills. Comfortable speaking to large groups and interacting with students and other members of the community.
• Ability to work under deadlines, adapt to changing environment, and handle multiple priorities.

Responsibilities

• Oversee daily operations related to Postdoctoral Affairs activities.
• Provide direct administrative support to the Assistant Dean for Postdoctoral Affairs.
• Support the development and implementation of professional development programs, the creation of an Individual Development Plan in collaboration with their mentor/supervisor, mentoring initiatives, and training opportunities.
• Serve as a point of contact for postdoctoral scholars, providing information and directing them to relevant resources.
• Assist in coordinating internal fellowship programs, travel awards, and other funding initiatives.
• Act as the lead staff resource for promoting scholarly wellness and wellbeing.
• Assist in resolving conflicts involving scholars and faculty, fostering a supportive academic environment.
• Coordinate meetings, prepare agendas, take minutes, and track follow-up actions for committees and initiatives related to postdoctoral affairs.
• Assist with planning and execution of events, career-focused workshops, networking opportunities, and community-building activities for postdoctoral scholars.
• Coordinate logistics related to postdoctoral recruitment efforts, including advertisement postings, onboarding resources for new postdocs, and candidate communications.
• Maintain communications with departments, centers, and institutes to support recruitment and onboarding.
• Assist in developing outreach materials and maintaining web and digital content related to postdoctoral programs.
• Track participation, outcomes, and metrics related to postdoctoral programs and initiatives.
• Maintain and update a centralized database of postdoctoral applicants, current scholars, and alumni.
• Compile data and assist in preparing reports for leadership, training grants, and program evaluations.
• Contribute to the overall operations of the Office of Graduate Education by performing a variety of duties as assigned.
• Assume shared responsibilities in the absence of other team members to ensure seamless support for academic program management and student services.
• Collaborate across units to achieve common goals, demonstrating flexibility, initiative, and a strong team-oriented mindset.

Benefits

• Low-cost State Health Plans: Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages with 10+ paid holidays, paid family, sick and vacation leave
• Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level