Administrative Director - MD/PhD Program, School of Medicine

Emory•Atlanta, GA

2d•Hybrid

About The Position

The Administrative Director (AD) is a key member of the MD/PhD Program leadership team. This role involves overseeing staff, managing grant administration (specifically an NIH training grant), and handling all facets of program administration. The AD works closely with the MD/PhD Program Director and Co-Directors to review priorities, create action plans, and assist in curriculum planning. They also engage with student government, prepare program evaluation surveys, and update the program handbook annually. Additionally, the position involves monitoring student progress, maintaining program data, participating in admissions screening, developing program content, and engaging with alumni. The AD serves as a program representative to various university offices and manages program budgets, including administrative and scholarship budgets, as well as the NIH MSTP Grant.

Requirements

Bachelor's degree in a discipline related to program work.
Seven years of related experience, which includes two years at a management level.
Equivalent combination of education, experience, and training.

Nice To Haves

Experience with NIH training grants.
Experience with medical or graduate program administration.
Experience with budget management and financial analysis.
Experience with student progress monitoring and evaluation.
Experience with admissions processes.
Experience with alumni engagement.
Experience representing a program at national recruitment meetings.

Responsibilities

Monitoring work of a Senior Program Coordinator and Financial Analyst, and coordinating annual reviews for office staff.
Overseeing NIH training grant administration, including preparing annual budgets, monitoring trainee appointments and terminations, and preparing annual reports for submission to NIH.
Communicating with NIH grant manager and participating in Training Grant Support Office sessions.
Overseeing all facets of the program, including planning and executing program events with the Sr. Program Coordinator and SEMSS consortium.
Working with program directors and office staff to establish administrative budget goals and create action plans to reach program goals.
Assisting program Co-Directors in planning and curriculum.
Planning and executing program events with the Student Government and collecting feedback.
Preparing, launching, and reporting on program evaluation surveys and updating the handbook annually.
Approving listserv messages as appropriate.
Preparing Executive Committee Progress Reports (twice a year), including agendas and confirming satisfactory student progress.
Following up with PhD advisors on concerns regarding student progress and scheduling follow-up meetings with the MD/PhD Director as needed.
Year-round monitoring of student progress, ensuring annual meetings with directors, IDP updates, and monitoring completion of coursework and forms.
Reviewing agendas for Directors, Students and Staff meetings and MD/PhD Executive Meetings.
Representing the program at national recruitment meetings (AAMC, SACNAS, ABRCMS, other).
Disseminating program outcomes (publications, presentations, posters) and maintaining historical program data and statistics (Admissions, Outcomes, attrition, etc.).
Updating program outcomes data information on the program website annually.
Participating in initial application screening and working with the Sr. Program Coordinator on screening process steps.
Participating in MD/PhD Admissions Committee meetings, preparing slides, and recording outcomes.
Preparing admissions committee wrap-up presentations and informing programs of recruitment outcomes.
Collaborating with program directors to advance program offerings that promote physician scientist skill development, utilizing best practices and guidelines.
Coordinating activities for Journal Club and MSTP Forum TAs and lead instructor.
Assisting program co-director in completing forms for MD/PhD students who are TAing MD/PhD courses.
Working with students to assemble an annual newsletter to alumni and connecting current students and alumni for information interviews and industry exploration.
Serving as program representative to the Office of Medical Education and Student Affairs (OMESA), School of Medicine and Laney Graduate School (LGS Administration).
Setting up and correctly spending program administrative budget, and working with the Financial Analyst to set up and monitor annual scholarship budget spending.
Participating in budget discussions with SOM and answering scholarship aid questions.
Establishing new fiscal year administrative budget requests and monitoring year-end close-outs for the Administrative budget.
Directing strategic planning, development, and implementation of programs.
Administering and monitoring program budgets.
Developing short and long-term goals and objectives.
Overseeing related special projects.
Managing the solicitation of funding from donors (foundation, corporate, individual, governmental).
Collaborating with and seeking support from representatives of other organizations.
Establishing and administering policies and procedures.
Supervising staff.