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ADMINISTRATIVE COORD - Basic Science Administration

Duke University
Basic Science Admin

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Job Details

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

UPGG ( University Program in Genetics and Genomics) administrative functions:

Interface with administrative leaders in The Graduate School (TGS), School of Medicine (SoM), Office of Biomedical Graduate Education (OBGE), and University Program in Genetics and Genomics (UPGG) and and other relevant personnel to execute financial operation, NIH grant support, programmatic and curricular procedures, student services, recruitment, PhD student requirement tracking, and advising as well as provide faculty support for training programs.

Use required SoM and TGS computer programs, software, databases, and other tools to complete procedural documentation and reporting for PhD student academic and financial support and UPGG course support.

Fully support admissions review, interview and campus recruitment visit planning, and applicant communications for ~30 applicants per year.

Liaise with Program Directors and RASR to assist with compilation of data for NIH training grant applications and program reports; manage NIH training grant budgets, reporting, accounting, compliance, and submission.

Assist with data management related to all graduate students and postdocs affiliated with SoM for annual reporting to SOM, TGS, internal and external program review, and other uses as needed; interface with other departments and programs to provide subsets of this data for other uses.

Work with Program Director and Director of Graduate Studies to create and manage annual budgets for the Graduate School and SoM to determine student support and program needs for the coming year. Serve as point of contact for UPGG payroll.

Manage programming for seminar series and special events.

Maintain website.

OBGE (Office of Biomedical Graduate Education ) administrative functions:

Manage logistics for SoM PhD Student Orientation, OBGE Working Groups, Community Events, Meetings, Professionalism Series, Gateway Groups, OBGE Recruitment Info Sessions.

OBGE Course (BIOTRAIN) administration – Manage course requests, course scheduling, bulletin updates, reminder notices, course assessment process (with OBGE program assessment manager).

Coordinate Chancellor’s Scholarship & Chancellor’s Award for Research (CARE), including requests for nominations, coordination of nomination review, award notification, management of award ceremony, and arrangement of award payments with departmental contacts.

Serve as point of contact for [email protected] email, OBGE website administration, and general office & facilities management.

Coordinate Amgen Scholars Program at Duke - Support Program Directors in administration of competitive summer research program for undergraduates; contribute to communications, admissions, scholar services; manage program logistics – housing, travel, payroll.

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.

Minimum Requirements


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. 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 Word, SPS, SAP, Qualtrics, Sakai, GSF, PeopleSoft, Sakai, Drupal, [email protected], [email protected]

Familiarity with T32 grant application preparation and management

Familiarity 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.


Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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