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

 

Plan, coordinate and manage administrative activities in support of the Medical Scientist Training Program (MSTP) and MD Admissions Office. This position reports to the Assistant Dean for Admissions/Assistant Director for MSTP in the areas of admissions, student orientation, management of multiple databases, as well as coordinating publications, special events and programs.

 

PRIMARY DUTIES & RESPONSIBILITIES - 53%

 

Develop and implement communication plans for responding to requests for information regarding the program and for triaging programmatic issues, concerns, etc. to the appropriate individuals. Independently correspond with prospective students, applicants and others seeking information on admissions to MD & MSTP and the academic program; 15% Plan and coordinate, including the fiduciary oversight of, key MSTP & Admissions functions, including several mission-critical events, including but not limited to: Student Orientation; Graduation; celebratory events; Annual MSTP Symposium; Second Look Weekend; Friday Seminar Series; Annual MSTP Retreat; 15% Works actively with Financial Management Analyst and Assistant Dean on annual budget preparation; monitor and verify expenditure of budgeted funds as appropriate related to expenses incurred while coordinating various departmental events. Serve as back-up to Financial management Analyst in all complex budgetary tasks, including but not limited to: payroll, travel, miscellaneous reimbursements, check requests, and printing of monthly financial statements. 5% Review reports/documents received for Administrative Coordinator and Assistant Dean for accuracy; monitor and evaluate program effectiveness and accuracy of policy and protocol documents by recommending changes and implementing modifications to improve program effectiveness. 5% Develop and coordinate new ideas, concepts and resources for admissions processes that will enhance efficiency, to expand on current capabilities or replace existing components or processes. 5% Provide clerical support for the MSTP and MD Admissions committees and ad hoc committees as they arise. 1% Manage, assign and direct work study or temporary employees in the department or division; make work assignments and review work for accuracy and completeness, as necessary.  1% Liaison with other programs, academic and administrative units at Duke to coordinate MSTP/MD Admissions business and to accomplish those program’s objectives; interface with external organizations as appropriate. 5% Represent the MSTP and MD Admissions programs as needed. 1%

 

Other duties as assigned.

 

MSTP-SPECIFIC DUTIES & RESPONSIBILITIES - 37%

 

Administrative management of the MSTP program, including oversight of student experiences, tracking academic progress, and determining and implementing administrative programming needs. This position is responsible for making operational and programmatic decisions that have a significant impact on the successful achievement of MSTP’s strategies and objectives. 15% Manage communications and pro-actively problem-solve for current MSTP students, applicants, and faculty. 5% Manage and maintain student/alumni records/database in accordance with program and institutional guidelines and policies, including but not limited to course information, publication information, and career information (alumni). Manage reporting and analysis of information in assigned database and student files; maintenance, running queries and adding fields. Collect and maintain student and alumni data. 5% Prepare and distribute correspondence in support of program to faculty, students, applicants and alumni. 1% Oversee preparation of MSTP training grant and progress reports for NIH or other grantors as needed. This requires oversight of the grant budgeting process as well, in conjunction with the Financial Management Analyst. 5% Schedule and coordinate arrangements for visiting applicants to meet with research faculty during interviews and second look weekend visits. 5% Serve as back-up to MSTP Administrative Coordinator when delegated and as needed. Maintain active cross-training knowledge to effectively serve in this capacity. 1%

 

ADMISSIONS-SPECIFIC DUTIES & RESPONSIBILITIES - 10%

 

Coordinate public relation activities for Dean and Assistant Dean’s recruitment events and speaking engagements, including travel reservations, developing plans and schedules of events, communications, tracking of events, and creation of promotional/recruitment materials. 5% Assist in the coordination of the MD MMI (Multiple Mini Interview) process, including email correspondence to faculty, applicants, and students; and participating and hosting during interview sessions. Serve as back-up to MMI Coordinator as needed. 5%

 

Other duties as assigned

 

SKILLS

 

Ability to provide guidance and direction to subordinates, including setting standards and monitoring performance. Skills using logic and reasoning to identify the strengths and weaknesses of alternative solutions to problems. Skills evaluating program performance, summarizing findings, communicating results, and forming an action plan. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources.

 

DEPARTMENTAL PREFERENCES

 

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.

 

SPECIAL REQUIREMENTS

 

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. Strong communication skills, a warm & professional demeanor, and commitment to the program goals are essential. Must speak with authority and be able to manage complex relationships. Must be willing to work weekend and evening occasionally.

 

MINIMUM QUALIFICATIONS

 

Education

 

Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.

 

Experience

 

Work requires one year of experience in program administration or involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate, and implement a variety of program activities and events.

 

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.