Senior Program Coordinator - School of Medicine, MD/PhD Program

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

Emory’s MD/PhD Program supports students as they complete both medical and doctoral degrees. The Senior Program Coordinator participates in the planning and facilitation of most program activities. This position works closely with other office staff and program leadership and of course, with our students (who, due to the demands of the dual degree, are in training with us for 8 years on average).

 

Admissions:

• Works with our School of Medicine (SOM) Admissions team to update application materials annually and to manage current applicant communications and status (AMP online system).
• Coordinates three virtual interview events where candidates meet with multiple faculty interviewers; also coordinates one in-person Revisit event.
• Manages transition to the Laney Graduate School (LGS) enrollment.
• Works with our admissions committee faculty to ensure sufficient availability of reviewers and interviewers, schedule interviews and collate candidate feedback.

Data Management:

• Maintains recruitment statistics.
• Updates alumni information and maintains historical program information.
• Oversees current student information for accurate tracking of milestones.
  • Ensures timely completion of forms and graduation requirements.
  • Monitors collection of documents/assignments required for posting grades.
• Collates other program data upon request from SOM and LGS and annually for the purpose of NIH grant reporting.
• Works with SOM and LGS registrars to ensure students are correctly enrolled (by school and courseload).
  • Shares updates that may impact financial aid with the program financial analyst

Event Planning:

• Manages room reservations and catering orders for program events, meetings with program directors, admissions committee meetings (virtual), monthly director and staff meetings, executive committee meetings, annual Revisit, annual program Retreat, and Commencement activities (day-of coordination, other celebrations).
• Coordinates conference travel for program staff and directors.
• May assist students with conference travel (e.g., directly charged airfare or pre-paid registration).

Financials:

• Drafts annual program administrative budget based on known needs/prior year data/emerging needs. Adjust awarded budget to fit program needs.
• Works with financial analyst to correctly allocate expenses for students with individual research awards.
• Processes purchase requests and ensuing invoices; processes travel expense reports and other allowable refunds.
• Monitors administrative budget reports to resolve discrepancies that may arise.
• Provides monthly budget updates and projections (spent/encumbered/available).
• Manages year-end closeout of administrative budget.

Procurement:

• Negotiates with external vendors (e.g., printers, caterers, event venues).
• Point of contact for vendors; resolves any issues.

Program Administration:

• Serves as point of contact for external queries; monitors program mailbox and triages queries as needed.
• Works with our students and program leadership to initiate and/or facilitate planning of activities/events.
• Generates internal/external correspondence and reminders as pertaining to events or per student request (e.g., income and enrollment verification letters).
• Solicits agenda items and prepares agendas for meetings; records notes during meetings
• Is present to oversee most program events.
• Oversees program’s social media:
  • Updates website as needed.
  • Works with student representatives to generate new content on an agreed-upon basis for platforms such as Instagram, X, LinkedIn, etc.
  • Updates listerv and Teams membership as needed.
• May be involved in special projects (grant renewal, student conferences).
• Is able and willing to reflect on program activities and processes to elicit feedback, gauge success and propose improvements as needed.

KEY RESPONSIBILITIES:

• Designs, implements, and coordinates operational facets of a specific program.
• Develops strategic plans and objectives that ensure the program's continued success, and develops evaluation methods to assess outcomes.
• Conducts program research and ensures that the preparation of mandatory operational, statistical, and financial reports are accurate and factual, and that all reports comply with federal and state regulations and/or institutional policies.
• Designs training programs and materials, conducts training sessions, and represents the program at various conferences, meetings, or seminars.
• May plan, administer, or monitor the program's budget and/or grants, and conduct financial forecasting for the program.
• May develop fundraising programs, including researching and identifying funding sources, and writing and submitting grant proposals.
• Serves as a liaison to and interacts with other groups and organizations participating in the program or seeking knowledge of the program; may write and present speeches.
• Maintains complete and accurate program records.
• May serve on or chair various University committees.
• May supervise program staff, interns, and/or volunteers.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• A bachelor's degree in a field related to specified program areas and five years related program management experience, or an equivalent combination of experience, education, and training.

PREFERRED QUALIFICATIONS:

This position is central to our program’s operations and wears many hats. We have extensive process documents/job aids to help onboard a new team member. We seek someone who:

• Enjoys interacting with a variety of colleagues across our institution (faculty, students, our MD/PhD team, and other staff in the School of Medicine) and beyond (applicants, administrators at peer institutions).
• Is a self-motivated problem solver who can seek answers independently but is also able to ask for help to ensure the project advances in a timely manner.
• Is dependable, detail-oriented and can set and meet deadlines for their workflow (and at times, help others do the same).
• Has experience working in various platforms (Microsoft Office Word, Excel, and Outlook at minimum), and is willingness to learn additional systems (Registrar’s, Admissions).

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed-upon guidelines of the department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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