Academic Program Spec II

Academic Program Spec II

Job no: 540121

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

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

Department: 29750000 - MD-PHD PROGRAM

Classification Title:
Academic Program Specialist II

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

Job Description:
Marketing, Outreach, and Recruitment (50%).
• 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.

Events and Scholar Retreats (25%)
• 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.

MD-PhD Program Support (15%)
• 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.

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 a 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.

Expected Salary:
$53,000-$57,000

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

Preferred:
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

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

Software and system proficiency
• MS Outlook
• MS Word
• MS Excel
• MS Teams
• MS PowerPoint
• UF systems (e.g., PeopleSoft, UFGO, etc.)

Special Instructions to Applicants:
"In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This is a time limited position.

Health Assessment Required:No

Advertised: 04 Jun 2026 Eastern Daylight Time

Applications close: 18 Jun 2026 Eastern Daylight Time

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