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.

Position: Administrative Coordinator

Level 12

Overview:

Interface with administrative leaders in The Graduate School, School of Medicine (SoM), Office of Biomedical Graduate Education (OBGE), and University Program in Genetics and Genomics (UPGG) and Computational Biology and Bioinformatics Graduate Programs (Directors of Graduate Studies, Admission Chairs, Executive Committees, and Program Directors), and Department Chairs and Business Managers 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 (UPGG, CBB), including preparation of competitive and non-competitive renewals, and interface with administrators at NIH and Duke (i.e. RASR) sponsored programs for grant-related activities. Assume financial responsibility for the operating budget and program expenses that supports interdisciplinary graduate programs. Serve as a curator for data associated with annual programmatic reviews and training grant submissions.

Liaison duties: Serve as departmental and program liaison with administrative personnel in The Graduate School, SoM, OBGE, University, and UPGG and CBB 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 leaders in accordance with precedents and policies.

Academic tracking of UPGG and CBB students: Support and track students through rotations, lab affiliation, and the completion of PhD using SoM Trainee Tracking Tool (T3) and other databases as appropriate. 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 and program faculty of policies and requirements needed for student tracking and progress using tracking tool and relevant databases.

Admissions and Recruitment: Coordinate admissions committees and application review/scoring processes; coordinate UPGG and CBB student recruitment in collaboration with Program Directors, Admissions chairs and according to SoM/OBGE policy, 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 coordinate seminar series, including the UPGG Tuesday seminar series and Distinguished Lecturer Series. Work with Biostatistics Department administrator to circulate CBB seminar announcements.

Training Grant management: Liaison with Program Directors and RASR on NIH training grant applications and program reports associated with UPGG and CBB; assist with compilation of data, including creation of data tables, and work with program leaders and RASR in the preparation and submission of grant applications and progress reports for submission to sponsoring agency. Manage NIH training grants associated with UPGG and CBB (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.

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. Process reimbursements. Work with Program Director and Director of Graduate Studies to create and monitor annual budget reflecting program activities. Manage and reconcile 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. Serve as pay point for UPGG and CBB payrolls.

Basic Science training grant and accreditation 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.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

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 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.

Preferred Skills:

MS Excel, MS Access, MS Word, SPS, SAP, Qualtrics, Sakai, GSSF, PeopleSoft, Sakai, Drupal, Duke@Work, Buy@Duke.

Familiar with T32 grant application preparation and management

Familiar with general employment practices (non-compensatory payroll), personnel practices, accounting and budgeting principles, and coordination of major office activities.

Attention to detail, strong organizational and communication skills, and ability to multitask and work independently and across units.

Superior interpersonal skills with the ability to interact professionally with individuals at all levels of the University.

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.