Biomedical Graduate Program Administrator

About the role

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 for specific project supervision. Internally this position is referred to as a Biomedical Graduate Program Administrator.

Responsibilities

• 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.
• Aid in 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.
• 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.
• Prepare 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.
• Purchase supplies and equipment and maintain accounting records.
• Work closely with DGSs in OBGE to ensure program needs are met.
• Provide staffing and administrative coordination for centralized admissions activities, including admissions review, interviews, and campus recruitment visit planning.
• Aid 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.
• 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.
• Aid 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.

Requirements

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.

Qualifications

• Experience working with multiple stakeholders in a team environment is strongly preferred.
• Ability to be adaptable to in a fast-paced environment.

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.