Biomedical Graduate Program Administrator

About the Role

Duke University School of Medicine is seeking a Biomedical Graduate Program Administrator to support graduate students and program operations. This hybrid position reports directly to the Director of the Office of Biomedical Graduate Education (OBGE) and collaborates with other OBGE staff and Directors of Graduate Studies. The role is internally referred to as a Biomedical Graduate Program Administrator.

Key Responsibilities

• Biomedical Graduate Program Finance and Operations (25%):
• Assist with data management for graduate students for reporting.
• Interpret and apply OBGE, SOM, and TGS policies and procedures.
• Assist in managing annual budgets and financial reporting.
• Ensure students have proper building access, identification, and paperwork.
• Liaise with program leaders, faculty, and the registrar for course scheduling.
• Purchase supplies and equipment, and maintain accounting records.
• Assist with the compilation of data for NIH training grant applications and program reports.
• Biomedical Graduate Program Admissions and Recruitment (25%):
• Provide administrative coordination for centralized admissions activities, including review, interviews, and recruitment visit planning.
• Assist in managing applicant workflow using Slate software.
• Communicate with program applicants.
• Prepare admissions reports and analyses.
• Biomedical Graduate Program Student Services (25%):
• Provide event-planning and coordination support for various OBGE programs and events.
• Communicate with incoming students regarding orientation and enrollment procedures.
• Complete documentation, scheduling, and reporting of PhD student milestones.
• Provide ongoing student support services, triaging situations and guiding students to resources.
• Work with student leaders on planning committees and community-building activities.
• Other Duties (25%):
• Assist OBGE Director, Associate Director, and Associate Dean for Research Training with office management, projects, initiatives, and events.
• Complete other duties as assigned.

Requirements & Tech Stack

• Work Arrangement: Hybrid, three days in person, two days remote.
• Departmental Preferences:
• Experience working with multiple stakeholders in a team environment.
• Adaptability in a fast-paced environment.
• Skills:
• Attention to detail.
• Strong organizational and communication skills.
• Ability to multi-task and work independently with many stakeholders simultaneously.
• Superior interpersonal skills with the ability to interact professionally with individuals at all levels of the University.
• Familiarity with general employment practices, personnel practices, accounting and budgeting principles, and coordination of major office and program activities.
• Familiarity with T32 or other grant applications preparation and management.
• Preferred Duke Software:
• MS Excel
• MS Word
• SPS
• SAP
• Qualtrics
• PeopleSoft
• Duke@work
• Buy@Duke
• Preferred Admissions Software:
• Slate

Qualifications

• Education/Training: Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.
• Experience: Work requires 2 years of related business or administrative experience.
• Education Substitution: A master's degree in a business-related field may be substituted for 2 years of experience.
• Equivalent Combination: Any other equivalent combination of relevant education and/or experience.