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BIOMEDICAL GRADUATE PROG ADMINISTRATOR
Job Title: BIOMEDICAL GRADUATE PROG ADMINISTRATOR
Job Code: 1798
FLSA:
Job Level: 12
Revised Date: 06/01/2025
Job Family: JF 33
Occupational Summary
This position reports directly to the Director of the Office of Biomedical Graduate Education (OBGE) with guidance from the Associate Dean for Research Training. This position will work together with several others in similar administrative coordinator roles and with Directors of Graduate Studies in the Office of Biomedical Graduate Education to ensure the effective and efficient administrative coordination of the Duke University School of Medicine biomedical graduate programs. Duties will be performed in each of the areas outlined below, but this position will specialize in one of the major areas as assigned by the Director.
Work Performed
Biomedical Graduate Program Finance and Operations
Interface with administrative leaders in the Office of Biomedical Graduate Education (OBGE), The Graduate School (TGS), the School of Medicine (SOM), and other relevant personnel to execute financial and operational functions that support biomedical graduate education.
Liaise with Program Directors and RASR to assist with the compilation of data for NIH training grant applications and program reports as needed.
Assist with data management related to all graduate students affiliated with SOM for regular and 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 these data for other uses.
Work with Directors of Graduate Studies, OBGE leadership and Associate Dean for Research Training to create and manage annual budgets for TGS and SOM to determine student support and program needs.
Interpret and apply OBGE, SOM, and TGS policies and procedures in operational duties and advise other administrative personnel on proper conduct to ensure compliance; prepare and update policies and procedures manuals and resources.
Assist in the preparation of TGS financial reporting for graduate education funding and fellowships.
Ensure biomedical graduate students have proper building access, identification, and paperwork filed for employment and funding records.
Work with program leaders, faculty, and the registrar to complete course scheduling for all SOM PhD coursework.
Purchase supplies and equipment, and maintain accounting records Work closely with DGSs in OBGE to ensure program needs are met.
Biomedical Graduate Program Admissions and Recruitment
Provide staffing and administrative coordination for centralized admissions activities, including admissions review, interviews, and campus recruitment visit planning.
Assist in managing applicant workflow using Slate software and OBGE/TGS processes.
Communicate with program applicants throughout the admissions cycle. Prepare admissions reports and analyses reflecting progress, trends, and areas for improvement.
Use OBGE scheduling software and other tools to efficiently schedule and communicate with faculty throughout the admissions process.
Biomedical Graduate Program Student Services
Provide event-planning and coordination support for new student orientation, BIOTRAIN courses, student retreats, and all other OBGE programs and events.
Communicate with incoming students regarding orientation and ensure that they have all necessary registration and enrollment procedures completed.
Use required OBGE, SOM and TGS computer systems, software, databases, and other tools to complete documentation, scheduling, and reporting of PhD student milestones with program DGSs, including course requirements, first year rotations, lab affiliations, preliminary examinations, annual committee meetings, and graduation.
Provide ongoing student support services such as communications, triaging student situations, and helping students navigate OBGE, SOM, and TGS resources.
Work with student leaders on student planning committees and community- building activities.
Other Duties
Complete other duties as needed within OBGE as assigned by supervisor or team leaders.
Required Qualifications at this Level
Education/Training
Generally equivalent to a bachelor degree in a business-related field.
Experience
Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and the coordination of major office activities.
OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Skills
Experience with commonly used Duke software tools such as MS Excel, MS Word, SPS, SAP, Qualtrics, PeopleSoft, Duke@work, and Buy@Duke preferred.
Familiarity with general employment practices (non-compensatory payroll), personnel practices, accounting and budgeting principles, and coordination of major office and program activities.
Attention to detail, strong organizational and communication skills, and the 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 T32 or other grant applications preparation and management.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an 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, (including pregnancy and pregnancy related conditions), sexual orientation, or military 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.
