Administrative Coordinator, MSTP/MD

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.

SUMMARY OF PURPOSE

Plan, coordinate and manage administrative activities in support of the Medical Scientist Training Program (MSTP) and MD Admissions Office. This position reports to the Assistant Dean for Admissions/Assistant Director for MSTP in the areas of admissions, student orientation, management of multiple databases, as well as coordinating publications, special events and programs. Collaborates closely with the Administrative Manager as well as the MMI Coordinator.

PRIMARY DUTIES & RESPONSIBILITIES

• Develop and implement communication plans for responding to requests for information regarding the program and for triaging programmatic issues, concerns, etc. to the appropriate individuals. Independently correspond with prospective students, applicants and others seeking information on admissions to MD & MSTP and the academic program;
• Plan and coordinate with the Assistant Dean and MSTP Administrative Manager, including the fiduciary oversight of, key MSTP & Admissions functions, including several mission-critical events, including but not limited to: Student Orientation; Graduation; celebratory events; Annual MSTP Symposium; Second Look Weekend; Friday Seminar Series; Annual MSTP Retreat 15%
• Monitor the tracking of expenses for the various program activities and bill to participants as necessary
• Manage Databases to track information on graduates of the MD/PhD program and MSTP Training Grants and student Fellowships
• Develop with Assistant Dean/Assistant Director and MSTP Administrative Manager the budgets and perform all required Pre and Post award activity for the Training Grants including competitive and non-competitive renewals.
• Assist Assistant Dean/Assistant Director and MSTP Administrative Manager in submitting and monitoring budgets for student support.
• Submit and update student stipends, tuition and fees in the GSSF web application and People Soft (PS) database.
• Maintain financial records of departmental contracts, program contracts, endowments and sponsored programs and inform Assistant Dean/Assistant Director and MSTP Administrative Manager of financial state or various projects.
• Process payroll for MD/PhD students on non-compensatory payroll and supplemental payments for MD Admissions screeners and raters.
• Monitor processing of AP checks, travel reimbursements, JV’s and corporate card expenses.
• Review reports/documents received for Administrative Coordinator and Assistant Dean for accuracy; monitor and evaluate program effectiveness and accuracy of policy and protocol documents by recommending changes and implementing modifications to improve program effectiveness.
• Develop and coordinate new ideas, concepts and resources for admissions processes that will enhance efficiency, to expand on current capabilities or replace existing components or processes.
• Provide administrative support for the MSTP and MD Admissions committees and ad hoc committees as they arise.
• Manage, assign and direct work study or temporary employees in the department or division; make work assignments and review work for accuracy and completeness, as necessary.
• Liaison with other programs, academic and administrative units at Duke to coordinate MSTP/MD Admissions business and to accomplish those program’s objectives; interface with external organizations as appropriate.
• Manage the MD and MSTP websites communicating with all office personnel about updates
• Represent the MSTP and MD Admissions programs as needed.

Other duties as assigned.

MSTP - SPECIFIC DUTIES & RESPONSIBILITIES

• Administrative oversight of the MSTP program, including oversight of student experiences, tracking academic progress, and determining and implementing administrative programming needs. This position is responsible for making operational and programmatic decisions that have a significant impact on the successful achievement of MSTP’s strategies and objectives.
• Manage communications and pro-actively problem-solve for current MSTP students, applicants, and faculty.
• Manage and maintain student/alumni records/database in accordance with program and institutional guidelines and policies, including but not limited to course information, publication information, and career information (alumni).
• Manage reporting and analysis of information in assigned database and student files; maintenance, running queries and adding fields.
• Collect and maintain student and alumni data.
• Prepare and distribute correspondence in support of program to faculty, students, applicants and alumni.
• Assist in preparation of MSTP training grant and progress reports for NIH or other grantors as needed. This requires oversight of the grant budgeting process as well, in conjunction with the MSTP Administrative Manager
• Schedule and coordinate arrangements for visiting applicants to meet with research faculty during interviews and second look weekend visits.
• Serve as back-up to MSTP Administrative Manager delegated and as needed. Maintain active cross-training knowledge to effectively serve in this capacity.

ADMISSIONS - SPECIFIC DUTIES & RESPONSIBILITIES

• Coordinate public relation activities for Dean and Assistant Dean’s recruitment events and speaking engagements, including travel reservations, developing plans and schedules of events, communications, tracking of events, and creation of promotional/recruitment materials.
• Assist in the coordination of the MD MMI (Multiple Mini Interview) process, including email correspondence to faculty, applicants, and students; and participating and hosting during interview sessions. Serve as back-up to MMI Coordinator as needed.

Other duties as assigned

DEPARTMENTAL PREFRENCES –

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.

Special Requirements

• Ability to manage multiple projects simultaneously and independently, working with a diverse faculty and staff.
• Must demonstrate initiative, be able to set priorities, be comfortable with making decisions, delegate responsibilities and supervise outcomes.
• Strong communication skills, a warm & professional demeanor, and commitment to the program goals are essential.
• Must speak with authority and be able to manage complex relationships.
• Must be willing to work weekend and evening occasionally.

MINIMUM QUALIFICATIONS

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $ 58,656.00 to USD $85,000.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

Learn more at: https://hr.duke.edu/benefits/

Education

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 toecome 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.

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.