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ASST DEAN, ADMISSIONS SOM

Job Title: ASST DEAN, ADMISSIONS SOM
Job Code: 2069
FLSA: E
Job Level: 16
Revised Date: 05/23/2018
Job Family: JF 33

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Occupational Summary

The Director of Admissions' responsibilities includes administrative management and coordination for all admission functions at the School of Medicine to include the recruitment, screening, managing the interview and selection process of student applicants to Duke University School of Medicine.

Work Performed

Provide directions and coordination for activities involved with the recruitment, screening, and selection of 7000 applications for interviews, to the medical school each year. Oversee the admission process from the onset of the application through the final decision process. Communicate effectively with prospective students throughout the process. Provide guidance and timely updates to Associate Dean for Admissions, Executive Committee Chair, Vice Chair, members and Director and Associate Director of MSTP.

Prepare written and verbal reports as needed to include statistical analysis of current status.

Review applications to determine Medical Scientist Training Program eligibility.

Represent the Duke School of Medicine on a national basis and oversee any off-campus events sponsored by the Duke School of Medicine Office of Admissions and Medical Scientist Training Program for the purposes of marketing and recruitment.

This may involve extensive travel and planning for various marketing and recruiting events.

Develop and provide marketing and public relations materials and activities to ensure effective representation of the medical school throughout the community, the state of N.C. and the academic/medical communities of the United States.

Oversight of the recruitment and retention of all screeners, interviewers, and raters to include faculty, staff and students. Provide necessary training.

Evaluate and assess program on an annual basis.

Manage and supervise Admissions and MSTP personnel for all day-to-day functions of operation.

Plan and schedule work for the staff ensuring proper distribution of assignments and adequate staffing, space and facilities for subsequent performance of duties to attain departmental objectives.

This includes, but is not limited to, completing performance evaluations; making personnel recommendations/adjustments/disciplinary actions that are necessary; reviewing vacation and sick schedules to ensure Admissions & MSTP office coverage; reviewing completeness and accuracy of work assignments.

Manage and oversee an extensive customer service and network including the on-line admissions applications system.

Liaise with technology staff to ensure that this process meets the highest levels of activity and performance as mandated by the senior administration of the medical school.

Manage and assist with development of all procedures and policies for transition of data throughout the electronic process to ensure a smooth integration with University, School of Medicine, and University data management teams.

Ensure that Duke institutional policies with outside governing agencies and institutional mandates and requirements are met and applied.

Manage, oversee and administer all operations to include monitoring the fiscal reconciliation and of the Admission and MSTP office budget.

Determine fiscal and personnel requirements and prepare budgetary recommendations; monitor expenditures of budgeted funds.

Prepare annual budgets for medical school funds and graduate school funds.

Prepare budget narratives detailing program needs; be prepared with facts necessary to defend the programs financial requests.

Advise the program directors and School of Medicine leadership on projected funding levels for various long-term plans for the program.

Grants management to include assist Director in preparation of T32 for the MSTP program.

Supervise the preparation and filing of appointment and termination forms for students on the National Institutes of Health (NIH) and F30 training grants or other funding sources that require appointments.

Prepare and file annual progress reports and other NIH requested reports related to the training grant.

Monitor the budgeting and spending of training grant funds, and work with Sponsored Programs and the Office of Research Administration to ensure compliance with NIH and the Duke regulations.

Identify and maintain, on a regular basis, statistics that will be necessary for the five-year competing renewal applications for the training grant and/or statistics necessary to support applications for other funding sources.

Compile, on an ongoing basis, information on faculty members and programs that will be needed for the five-year competing renewal application for the training grant.

Think proactively about programming and budgeting decisions that will enhance or negatively affect the next competing renewal application.

Advise the Director and Assoc. Director accordingly.

Manage and oversee School of Medicine merit scholarships selection for incoming students.

Monitor student selection and budgetary impacts.

Liaise with Financial Aid staff to coordinate award notifications.

Responsible for the actual data transition throughout the electronic process to ensure a smooth integration with University, School of Medicine and University data management systems.

Complete all reporting demands and surveys both internal and external.

This includes AAMC, US News and World Report and other important reporting requirements.

Ensure and guarantee privacy, confidentiality with particularly sensitive, controversial and personal data.

Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to the classification. This not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

Education/Training

Work requires a Bachelor's degree in a business related field. Masters degree or terminal degree (M.D., Ph.D., or Ed.D) preferred.

Experience

Requires six years of related business or administrative management experience needed to implement and maintain the School of Medicine's Admissions process. Must have previous supervisory/management experience.

Skills


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 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.