Job description

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.


Interface with administrative leaders in The Graduate School, School of Medicine (SoM), and Cell & Molecular Biology (CMB) and Developmental & Stem Cell Biology (DSCB) Graduate Programs (Directors of Graduate Studies, Admission Chairs, Executive Committees, and Program Directors), and Department Chairs and Business Manager to execute financial operation, programmatic and curricular procedures, student services, recruitment, tracking, and advising as well as provide faculty support for training programs. Assume financial, administrative, and compliance responsibilities for NIH training grants (Cell & Molecular Biology, Developmental & Stem Cell Biology and others as they are awarded), including preparation of competitive and non-competitive renewals, and interface with administrators at NIH and Duke sponsored programs for grant-related activities. Assume financial responsibility for the operating and program expenses that supports interdisciplinary graduate programs. Serve as a curator for data associated with training grant submissions.

Liaison duties: Serve as departmental and program liaison with administrative personnel in The Graduate School, SoM, University, and CMB and DSCB concerning graduate student policies and procedures, grant administration, financial policies and procedures, and research costs and compliance. Interpret program policies and procedures, making decisions on specific operations and student needs and issuing instructions in the name of the program heads in accordance with precedents and policies.

Academic tracking of CMB and DSCB students: Support and track students through the completion of PhD and track program alumni. Manage data related to student progress for annual reports, competitive renewals, and for the Graduate School and School of Medicine. Inform Directors of Graduate Studies of policies and requirements needed for student tracking and progress.

Admissions and Recruitment: Coordinate admissions committees and application review/scoring processes; coordinate CMB and DSCB student recruitment, including travel, communications, and interview and event planning for on-campus and/or remote visits for 100+ candidates per year.

Manage program communication and events: Maintain websites; manage program-related courses and course assessment; manage programming, special events, and seminar series, including the CMB Symposium and Developmental & Stem Cell Biology Colloquium.

Training Grant management: Manage NIH training grants associated with CMB and DSCB and other programs (budget, reporting, accounting, compliance, and submission) to include both financial and non-financial oversight, to include compilation of data; preparation of annual budget; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures including NIH appointment and termination forms. Responsible for preparation and submission of grant applications and progress reports for submission to sponsoring agency.

Non-grant financial responsibilities: Prepare annual student budgets for the Graduate School and SoM to determine student support for the coming year. Manage student funding in the Graduate School web-based application for all first and second year students and verify on a monthly basis the payment of stipend, tuition and fees, addressing changes when necessary. Manage all spending on codes, including financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions, including operating budgets and recruitment budgets. Advise Program Directors and Directors of Graduate Studies on budgetary and related problems. Serve as pay point for CMB and DSCB payrolls.

Manage Student Services Fund Code: Distribute and monitor operating budgets for interdisciplinary graduate programs. This entails 1) distribution of funds between the programs 2) creating a budget and 3) monitoring code use within each program. Analyze financial reports to determine adverse trends and provide appropriate recommendations such that the funds are expended each fiscal year in a timely manner and no deficits occur.

Basic Science training grant data curation: Assist with management of data that measure metrics for graduate programs for SoM: including all graduate students and postdocs affiliated with SoM. Data collected include attrition and retention rates, recruiting yields, career outcomes, publication records, funding history and more; the data is utilized by programs for annual NIH progress reports as well as competitive and new training grant submissions; interface with all departments and programs to provide subsets of this data for other uses.

Minimum Qualifications


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 OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. 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.

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.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 4/27/2021
Application Due: 7/26/2021
Work Type: Full Time