ADMINISTRATIVE COORDINATOR

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.

Occupation Summary

Overview:

Interface with administrative leaders in The Graduate School, School of Medicine (SoM), and the Department of Pharmacology and Cancer Biology Graduate Programs. Provide support for Directors of Graduate Studies, Admission Chairs, Executive Committees, and Program Directors, and Department Chair and Chief Administrative Officer to execute programmatic and curricular procedures, student services, recruitment, tracking, and advising as well as provide faculty support for training programs. Serve as a curator for data associated with two training grant submissions for Pharmacology and Cancer Biology programs.

Specific Work Performed:

The Pharmacology and Cancer Biology (PCB) DGSA will act as an advisor to PCB graduate students regarding academic milestones and personal development managing graduate student experiences, programming needs, and tracking academic progress.

Serve as the first point of contact for admissions inquiries. Compile admissions data and reports, coordinate multiple campus recruitment visits, and serve as an Ex officio member of Pharmacology and Molecular Cancer Biology admissions committees.

Administer payroll (comp and non-comp) for graduate students, including hiring, salary changes, code changes, terminations, etc.

Work with Graduate School and other Duke departments on student affiliations. Track student progress using T3 and bursar accounts, annual committee meeting forms, and submit prelim and thesis committee forms.

Create and maintain student records in GSSF.

Manage the departmental graduate fellowship submission process to include projections for the number of awards, variance reporting, and reconciliation.

Work with the Principal Investigator and Grant Manager to ensure compliance with the University and sponsoring agency policies and procedures for departmental NIH T32 award(s) including, NIH appointment and termination forms for trainees, and preparation of required competing and non-competing renewals. Schedule annual trainee meetings and arrange student travel for T32 trainees. Assist with the management of data that measures metrics for graduate programs for NIH T32 submissions and the University including, current PCB graduate students and alumni. Interface with other departments and programs to provide data to other users.

Work with faculty to manage departmental student programs including the PCB Internship program and Lunchtime Learning Lab for trainees.

Work with course directors to compile information for course scheduling submission to the registrar’s office. Coordinate with various departments for cross-listings and course logistics. Monitor academic courses for compliance with departmental and university regulations.

Maintain Departmental webpages for Graduate Training and T32.

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

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 OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. A master's degree in a business related field may be substituted for 2 years experience.

Duke is an Affirmative Action/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, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the 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 essentialjob 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.