MSTP/MD Program Coordinator

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