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School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Work with a team to support graduate students and program operations!

Be You.

This position reports directly to the Director of the Office of Biomedical Graduate Education (OBGE) with guidance from the Associate Dean for Research Training.

The position also works, as needed, with the three Assistant Directors in the Office of Biomedical Graduate Education (the Assistant Director of Biomedical Graduate Program Finance and Operations, the Assistant Director of Biomedical Graduate Program Admissions, or the Assistant Director of Biomedical Graduate Student Success) for specific project supervision.  Internally this position is referred to as a Biomedical Graduate Program Administrator. 

This position will work together with several others in similar administrative coordinator roles and with Directors of Graduate Studies in the Office of Biomedical Graduate Education PhD programs to ensure the effective and efficient administrative coordination of the Duke University School of Medicine's biomedical graduate programs. Duties will be performed in each of the areas outlined below, but this position will specialize in one of the major areas as assigned by the Director.

Work Arrangement - Hybrid

DEPARTMENTAL PREFERENCES

Experience working with multiple stakeholders in a team environment is strongly preferred.

Ability to be adaptable to in a fast-paced environment.

MINIMUM QUALIFICATIONS

Education/Training - Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience - Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

A master's degree in a business-related field may be substituted for 2 years' experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Be Bold.

Skills

• Experience with commonly used Duke software tools such as MS Excel, MS Word, SPS, SAP, Qualtrics, PeopleSoft, Duke@work, and Buy@Duke preferred.
• Familiarity with general employment practices (non-compensatory payroll), personnel practices, accounting and budgeting principles, and coordination of major office and program activities.
• Attention to detail, strong organizational and communication skills, and the ability to multi-task and work independently with many stakeholders simultaneously.
• Superior interpersonal skills with the ability to interact professionally with individuals at all levels of the University.
• Familiarity with T32 or other grant applications preparation and management.

Work Performed

Biomedical Graduate Program Finance and Operations (25%):

• Interface with administrative leaders in the Office of Biomedical Graduate Education (OBGE), The Graduate School (TGS), the School of Medicine (SOM), and other relevant personnel to execute financial and operational functions that support biomedical graduate education.
• Liaise with Program Directors and RASR to assist with the compilation of data for NIH training grant applications and program reports as needed.
• Assist with data management related to all graduate students affiliated with SOM for regular and annual reporting to SOM, TGS, internal and external program review, and other uses as needed; interface with other departments and programs to provide subsets of these data for other uses.
• Work with Directors of Graduate Studies, OBGE leadership and Associate Dean for Research Training to create and manage annual budgets for TGS and SOM to determine student support and program needs.
• Interpret and apply OBGE, SOM, and TGS policies and procedures in operational duties and advise other administrative personnel on proper conduct to ensure compliance; prepare and update policies and procedures manuals and resources.
• Assist in the preparation of TGS financial reporting for graduate education funding and fellowships.
• Ensure biomedical graduate students have proper building access, identification, and paperwork filed for employment and funding records.
• Work with program leaders, faculty, and the registrar to complete course scheduling for all SOM PhD coursework.
• Purchase supplies and equipment and maintain accounting records.
• Work closely with DGSs in OBGE to ensure program needs are met.

Biomedical Graduate Program Admissions and Recruitment (25%):

• Provide staffing and administrative coordination for centralized admissions activities, including admissions review, interviews, and campus recruitment visit planning.
• Assist in managing applicant workflow using Slate software and OBGE/TGS processes.
• Communicate with program applicants throughout the admissions cycle.
• Prepare admissions reports and analyses reflecting progress, trends, and areas for improvement.
• Use OBGE scheduling software and other tools to efficiently schedule and communicate with faculty throughout the admissions process.

Biomedical Graduate Program Student Services (25%):

• Provide event-planning and coordination support for new student orientation, BIOTRAIN courses, student retreats, and all other OBGE programs and events.
• Communicate with incoming students regarding orientation and ensure that they have all necessary registration and enrollment procedures completed.
• Use required OBGE, SOM and TGS computer systems, software, databases, and other tools to complete documentation, scheduling, and reporting of PhD student milestones with program DGSs, including course requirements, first year rotations, lab affiliations, preliminary examinations, annual committee meetings, and graduation.
• Provide ongoing student support services such as communications, triaging student situations, and helping students navigate OBGE, SOM, and TGS resources.
• Work with student leaders on student planning committees and community-building activities.

Other Duties (25%):

• Assist OBGE Director, Associate Director, and Associate Dean for Research Training with office management, projects, initiatives, and events.
• Complete other duties as needed within OBGE as assigned by supervisor or team leaders.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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