Academic Program Spec II

Classification Minimum Requirements

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

Academic Program Specialist II

Marketing, Outreach, and Recruitment (50%).

• Establish and maintain the professional interface between all prospective and current MD-PhD Scholars, responding promptly 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 MD-PhD candidate interviews during the “interview season”, including 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, including 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.
• 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 coordinate facility/room reservations; track reservations vs. attendance and provide day‑of facilitation to include catering, set up and clean‑up of event space, and presenter and attendee 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.

MD‑PhD Program Support (15%).

• Schedule and coordinate meetings, prepare agendas and materials, manage correspondence, and track 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.
• 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 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 part of the MD‑PhD Program evaluation plan.

Other Duties as Assigned (5%).

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

$53,000‑$57,000

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

Experience in scholar recruitment is highly preferred.

• 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 Power Point
• UF systems (e.g., People Soft, UFGO, etc.)

No