Biomedical Graduate Program Administrator

Location: Durham, NC, US

Biomedical Graduate Program Administrator

Work Arrangement

Hybrid (On-Site and Remote mix)

Requisition Number

276959

Regular or Temporary

Regular

Location

Durham, NC, US, 27710

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Personnel Area

MEDICAL CENTER

Date

Nov 3, 2026

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.Be You.

This position reports directly for day-to-day project supervision to one of three Assistant Directors (Assistant Director of Biomedical Graduate Student Success, the Assistant Director of Biomedical Graduate Program Finance and Operations, or the Assistant Director of Biomedical Graduate Program Admissions) in the Office of Biomedical Graduate Education (OBGE). Internally this position is referred to as a Biomedical Graduate Program Administrator. This position will work together with several others in similar administrative coordinator roles and with Directors of Graduate Studies (DGSs) in OBGE to ensure the effective and efficient administrative coordination of the Duke University School of Medicine’s 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.

Required Qualifications at this Level

Education/Training

Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

A master's degree in a business-related field may be substituted for 2 years’ experience.

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.

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Biomedical Graduate Program Student Services (30%)

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, School of Medicine (SOM), and The Graduate School (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

Biomedical Graduate Program Finance and Operations (30%)

Work closely with DGSs in OBGE to ensure program needs are met.

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.

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.

Work with DGSs, 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.

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.

Interface with administrative leaders in OBGE, TGS, and SOM, and other relevant personnel to execute financial and operational functions that support biomedical graduate education.

Liaise with Program Directors and Research Administration Support Resource (RASR) to ass