Academic Program Spec II

Job Details

Job No: 540121

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

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

Department:  - MD-PHD PROGRAM

Marketing, Outreach, and Recruitment (50%)

• Establish and maintain the professional interface between all prospective and current MD‑PhD Scholars, including timely response to inquiries and requests about the UF MD‑PhD Program and preparing and sending 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 scheduling 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 (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 the "second visit" session for successful applicants to ensure a high rate of acceptance and matriculation.
• In collaboration with the UF CTSI Communication Team, create, design, and keep the UF MD‑PhD Program website up‑to‑date to support 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, and arrange facility/room reservations, track reservations vs. attendance, and facilitate day‑of events (catering, A/V support) for fall and spring retreats, monthly scholar dinners, touch‑base lunches, ad‑hoc lunches, first‑look visit, and all events during the 2‑week orientation period.

MD‑PhD Program Support (15%)

• Schedule and coordinate meetings, prepare agendas and materials, manage correspondence, and track action items.
• Act as a secondary point of contact during staff absences, high‑workload periods, or time‑sensitive initiatives, contributing to problem‑solving and workflow coordination.
• 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 individual scholars and the program as a whole.
• In coordination with the Data Manager and the UF CTSI Communications Team, use social media to keep in contact with graduated Scholars for at least 15 years as part of the evaluation plan.

Other Duties as Assigned (5%)

• Fill in for MD‑PhD staff during vacation, illness, or other absences.

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

• 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 or activities simultaneously.
• Familiar with various project‑management techniques and approaches.
• Excellent time management.
• Excellent communication skills.
• Ability to communicate effectively with various stakeholders, via email and in‑person.
• Ability to maintain confidentiality.

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

$53,000‑$57,000

The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. 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.