Academic Program Spec II

The University of Florida
United States, FL
Jun 5, 2026

Job Description:

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

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Job ID:

85923

Location:

Gainesville, FL

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Job Description:

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

Posted:

05/06/2026