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Interface with administrative leaders in The Graduate School, School of Medicine (SoM), and other basic science 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 the Biochemistry NIH training grant (and others as they are awarded), including preparation of competitive and non-competitive renewals, and interface with research administrators in the department and at Duke sponsored programs for grant-related activities. Assume financial responsibility for the operating and program expenses that supports the interdisciplinary Biochemistry Graduate Programs. Serve as a curator for data associated with training grant submissions.
Specific Work Performed:
Liaison duties: Serve as departmental and program liaison with administrative personnel in The Graduate School, SoM, University, and Biochemistry department 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 Biochemistry graduate 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 Biochemistry graduate student recruitment, including travel, communications, and interview and event planning for on-campus and/or remote visits for 40+ candidates per year.
Manage program communication and events: Maintain graduate program websites; manage program-related courses and course assessment; manage programming, special events, and seminar series, including the annual Biochemistry Retreat, the weekly Student Seminar, and other ad hoc student events.
Training Grant management: Manage NIH training grant associated the Biochemistry graduate program (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 assisting the Program Director with 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 Director of Graduate Studies on budgetary and related problems. Serve as pay point for Biochemistry comp and non-comp 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.
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
Work requires three years of experience in program administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
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