Administrative Director - MD/PhD Program, School of Medicine

Emory University • Atlanta, GA

3d • Hybrid

About The Position

The Administrative Director (AD) is a key member of the MD/PhD Program leadership team at Emory University. This role involves significant oversight of staff, grant administration, program administration, student progress, admissions, content development, alumni engagement, and financial management. The AD plays a crucial role in the strategic planning, development, and implementation of the program, ensuring its smooth operation and alignment with institutional goals.

Requirements

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

Nice To Haves

• Experience with NIH training grants.
• Familiarity with NIH guidance and reporting requirements.
• Experience with student progress monitoring and IDP development.
• Experience with alumni engagement strategies.
• Knowledge of medical education and graduate school administration.
• Experience with budget planning and financial monitoring.

Responsibilities

• Monitoring work of a Senior Program Coordinator and Financial Analyst.
• Coordinating goals and annual reviews for office staff.
• Overseeing the NIH training grant, including preparing the annual budget, monitoring trainee appointments and terminations, and preparing the annual report for submission to NIH.
• Communicating with the 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.
• Organizing and/or participating in the SEMSS consortium conference.
• Establishing administrative budget goals for the year with office staff and program directors.
• Reviewing priorities and creating action plans with the MD/PhD Program Director.
• 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.
• Updating the handbook annually and approving listserv messages.
• Preparing agendas for Executive Committee Progress Reports (twice a year).
• Confirming satisfactory student progress by contacting PhD faculty and following up on concerns with PhD advisors.
• Scheduling follow-up meetings with the MD/PhD Director as needed.
• Year-round monitoring of student progress, ensuring annual meetings with directors and updates to individual development plans (IDPs).
• Reviewing completion of MD/PhD coursework and posting grades.
• Monitoring completion of student forms.
• Reviewing agendas for monthly Directors, Students and Staff meetings and bi-annual MD/PhD Executive Meetings.
• Representing the program at national recruitment meetings (AAMC, SACNAS, ABRCMS, other).
• Disseminating program outcomes (publications, presentations, posters) with program leadership.
• Maintaining historical program data and statistics, including admissions, outcomes, and other program data.
• Updating program outcomes data 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 and preparing the admissions committee wrap-up presentation.
• Informing programs of recruitment outcomes for the year with the Sr. Program Coordinator.
• Advancing program offerings to promote physician-scientist skill development in collaboration with program directors.
• 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.
• Assembling an annual newsletter to alumni with students.
• Connecting current students and alumni for information interviews and potential industry exploration.
• Serving as the program representative to the Office of Medical Education and Student Affairs (OMESA) and Laney Graduate School (LGS Administration).
• Setting up and correctly spending the program administrative budget with the Sr. Program Coordinator.
• Setting up the annual scholarship budget and monitoring correct spending with the Financial Analyst.
• Participating in budget discussions with SOM and answering scholarship aid questions.
• Establishing new fiscal year administrative budget requests.
• Monitoring year-end close-outs for the administrative budget and NIH MSTP Grant.
• 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.
• Representing the program in various national and international settings.
• Managing the solicitation of funding from foundation, corporate, individual, and governmental donors.
• Collaborating with and seeking support from representatives of other organizations.
• Establishing and administering policies and procedures.
• Supervising staff.
• Performing related responsibilities as required.

Benefits

• Consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law.
• Assurance of participation in university programs and use of facilities without discrimination.
• Compliance with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action.
• Reasonable accommodations to qualified individuals with disabilities upon request.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager