Biomedical Graduate Program Administrator

Biomedical Graduate Program Administrator

Work Arrangement:
Hybrid (On-Site and Remote mix)

Requisition Number: 270236 Personnel Area: MEDICAL CENTER

Location:

Durham, NC, US, 27710

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.

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…