Academic Program Specialist III - Graduate Student Programs

Classification Title:

Academic Program Specialist III

Classification Minimum Requirements:

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

Job Description:

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.

About This Role

Academic Operations

• 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.

Recruitment and Outreach

• 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.

Data Management and Reporting

• 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.

Cross-Collaborative Operations

• 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.

About the College of Medicine

The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing health care, the College of Medicine plays an impactful role in shaping the future of medicine.

For more information about the College of Medicine and its programs, visit College of Medicine.

We Offer Exceptional 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

Learn more about what we have to offer here!

Expected Salary:

$60,000-$70,000 annually, commensurate with experience.

Required Qualifications:

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

Preferred:

The ideal candidate will possess:

• 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.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and contact information for three professional references.

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

Health Assessment Required:No