MSTP Administrative Coordinator

1 month ago

Durham, North Carolina, United States Duke University Hospital Full time

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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

SUMMARY OF PURPOSE: Provide administrative support to the Medical Scientist Training Program (MSTP), including admissions, orientation, databases, publications, special events and programs.

PRIMARY DUTIES & RESPONSIBILITIES:

  • Manage the MST program; student experiences, programming needs and tracking academic progress
  • Field queries and solve problems for students, applicants, and faculty
  • Plan and coordinate key MSTP functions, including admissions, student records and special events; two large events: Retreat and Symposium, along with monthly scientific dinners and Friday Seminar Series
  • Maintain student records in accordance with program and institutional guidelines
  • Manage reporting and analysis of information in Access/T3 databases and student files; maintain, design and develop reporting systems for the MSTP, to include running queries and adding fields.
  • Coordinate systems and procedures that serve the MSTP Admissions process including reviewing applications.
  • Supervise interview scheduling process to ensure it is streamlined and efficient and faculty are contacted well in advanced of interviews and provided with all information needed in a timely manner.
  • Work closely with MSTP financial analyst providing insight into student funding mechanisms, including yearly budget preparation
  • Collect and maintain student and alumni database
  • Prepare and distribute correspondence in support of program to faculty, students, applicants, and alumni
  • Assist in preparation of MSTP training grant applications and progress reports for NIH T32 and F30's.
  • Collect data and prepare reports as directed by supervisor
  • Supervise MSTP Staff Assistant, including performance evaluations, recommendations that are given particular weight, approve time off requests, give work assignments, approve electronic time cards.
  • Work closely with Assistant Director's on day-to-day operations of the program.
  • Manage interfaces with other academic and administrative units.
  • Assume responsibilities of MSTP Assistant Director in their absence.
  • Other duties as assigned.

Preferred Qualifications

Bachelor's degree preferred, with three years' experience in academic administration.

SPECIAL REQUIREMENTS (CRITICAL KNOWLEDGE & SKILLS): Ability to manage multiple projects simultaneously and independently, working with a diverse faculty and staff. Must demonstrate initiative, be able to set priorities, be comfortable with making decisions, delegate responsibilities and supervise outcomes. Must be able to regularly report outcomes to Assistant Director. Sharp attention to detail, strong communication skills, a warm & professional demeanor, and commitment to the program goals are essential. Must speak with authority, be able to manage complex relationships, and enjoy working with students.

DECISION MAKING & IMPACT: Work closely with Financial Management Analyst I on MSTP program budgets (administration, admissions, recruiting, and student programming), which are in excess of $3M/year.

CONTACTS (INTERNAL & EXTERNAL): Internal: directly supports Program Assistant Director and interfaces with MSTP staff. External: SoM Med Ed Offices, Graduate School, Registrar, administrative staff, faculty, students, alumni, and applicants.

ADDITIONAL INFORMATION INCLUDING WORKING CONDITIONS: In person and some hybrid work opportunities depending on peak work periods and deadlines. Occasional evening and weekend assignments.

Minimum Qualifications

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 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.

Job Code: ADMINISTRATIVE COORD
Job Level: 12

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 essential job 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.

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