Emory University

Administrative Director - MD/PhD Program, School of Medicine

Emory University • $100K — $120K *
Atlanta, GA 30349In-Person
Education, Government & Non-Profit
5 - 7 years of experience
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Job Overview by Ladders

Qualifications

  • Bachelor's degree in related field.
  • 7 years of relevant experience, including 2 years in management.
  • Experience with NIH grant administration and reporting.
  • Strong communication and organizational skills.
  • Ability to manage multiple projects and staff oversight.

Responsibilities

  • Oversee staff performance, including annual goals and reviews.
  • Manage NIH training grant budgets and reporting to NIH.
  • Coordinate program events and collaborate with program directors.
  • Monitor and report on student progress through evaluations.
  • Represent the program at national recruitment and networking events.

Benefits

  • Opportunities for professional development and networking.
  • Involvement in strategic program initiatives.
  • Engagement with academic and research communities.
  • Potential for flexible work arrangements.
  • Collaborative and supportive work environment.
Full Job Description
Description

The Administrative Director (AD) is a key member of the MD/PhD Program leadership team.
  • Staff Oversight
    • Responsible for monitoring work of a Senior Program Coordinator and Financial Analyst.
    • Coordinates goals and annual reviews for office staff.
  • Grant Administration: The AD has oversight over a NIH training grant.
    • Prepares annual budget: works with Financial Analyst to determine student appointment and terminations and other grant allocations.
    • Monitors trainee appointments and terminations to NIH grant.
    • Using NIH guidance, prepares annual report for Director's approval and final submission (narrative budget, publication/bibliography update under Director's NCBI profile).
    • Communicates with NIH grant manager as needed.
    • Participates in Training Grant Support Office sessions to remain up-to-date on training grant-related news.
  • Program Administration:
    • Oversees all facets of the program by having nuanced understanding of student activities and necessary administrative engagement.
    • Works with Sr. Program Coordinator to plan and execute program events.
    • Works with the SEMSS consortium to organize and/or participate in this conference (Emory is host site every 3 years; will be host in Fall 2026).
    • Works with office staff and program directors to establish administrative budget goals for the year.
    • Works closely with the MD/PhD Program Director to review priorities and create action plans to reach program goals.
    • Works with program Co-Directors to assist in planning and curriculum.
    • Works with the Student Government to plan and execute program events and collect feedback via townhalls, Retreat, surveys, etc.
    • Prepares, launches and reports on program evaluation surveys.
    • Updates handbook annually.
    • Approve listserv messages as appropriate.
  • Student Progress:
    • Executive Committee Progress Reports (twice a year)
      • Prepares meeting agenda.
      • Working with the Sr. Program Coordinator, confirms satisfactory student progress by contacting PhD faculty.
      • Should faculty express concerns, follows up with the PhD advisor to better understand the issues at play that compromise student. progress. Will schedule follow-up meeting(s) with the MD/PhD Director as needed.
    • Year-Round monitoring of Student Progress
      • Ensures every student has an annual meeting with a director and updates their individual development plan (IDP).
      • Reviews completion of MD/PhD coursework; posts grades as needed.
      • Monitors completion of student forms.
  • Monthly Directors, Students and Staff meetings; MD/PhD Executive Meeting (2/yr)
    • Working with the Sr. Program Coordinator, reviews agenda for
      • Open Meeting (includes students).
      • Closed Meeting (directors and staff only).
  • May represents program at national recruitment meetings (AAMC, SACNAS, ABRCMS, other)
    • Works with program leadership to disseminate program outcomes (publications, presentations, posters).
  • Maintains historical program data and statistics
    • Admissions.
    • Outcomes (Match, subsequent career data)
    • Other program data (attrition, change in PhD program interests, time to degree for PhD and combined degree, etc.).
    • Updates program outcomes data information in program website annually.
  • Admissions:
    • Participates in initial application screen along with other Program Directors.
    • Works with Sr. Program Coordinator on screening process steps through which a candidate is considered for interviews.
    • Participates in MD/PhD Admissions Committee meetings (works with Sr. Program Coordinator to prepare slides, records outcomes of discussion).
    • Prepares admissions committee wrap-up presentation. at the end of the recruitment season.
    • Works with Sr. Program Coordinator to inform programs of recruitment outcomes for the year.
  • Program Content Development
    • In collaboration with program directors, utilizes best practices, literature reviews, NIH/NIGMS guidelines, etc. to advance program offerings that promote physician scientist skill development.
    • May work with Journal Club and MSTP Forum TAs and lead instructor to coordinate activities, guests participants, etc.
    • Assists program co-director in completing forms for MD/PhD students who are TAing MD/PhD courses.
  • Alumni Engagement
    • Works with students to assemble an annual newsletter to alumni.
    • Connects current students and alumni for information interviews and potential set-up of industry exploration via rotations.
  • Program Representative to Office of Medical Education and Student Affairs (OMESA), School of Medicine and Laney Graduate School (LGS Administration).
    • Point of contact for SOM administration (e.g., budget planning) and administrative processes impacting MD/PhDs (OMESA colleagues).
    • Point of contact for LGS about higher-level financial aid questions (Financial Analyst handles transactions).
  • Budgets
    • Works with Sr. Program Coordinator to set up and correctly spend program administrative budget.
    • Works with Financial Analyst to set up annual scholarship budget, then monitor correct spending (includes the MSTP T32 grant).
    • Participates in budget discussions with SOM/works with Financial Analyst to answer scholarship aid questions when posed by SOM Finance.
    • Works with program directors and staff to establish new fiscal year administrative budget requests per program needs.
    • Works with Sr. Program Coordinator or Financial Analyst to monitor year-end close-outs for
  • Administrative budget.
  • NIH MSTP Grant.

KEY RESPONSIBILITIES:
  • Directs the strategic planning, development and implementation of a large and complex program or of several smaller programs.
  • Plans, administers and monitors program budgets.
  • Develops short and long term goals and objectives.
  • Oversees related special projects.
  • May represent the program in various national and international settings.
  • May manage the solicitation of funding from foundation, corporate, individual and governmental donors.
  • Collaborates with and seeks the support of representatives from other organizations.
  • Establishes and administers policies and procedures.
  • Supervises staff.
  • Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:
  • Bachelor's degree in a discipline related to program work and seven years of related experience which includes two years at a management level, OR an equivalent combination of education, experience, and training.

NOTE: Position tasks are generally required to be performed in-person at an Emory University location. Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Additional Details

About Emory University

Emory University is a private research university in Atlanta, Georgia. The university was founded in 1836 as Emory College and has since grown into a leading research institution with nine academic divisions. Emory University is known for its liberal arts college, professional schools, and biomedical research. The university has a diverse student body and offers undergraduate, graduate, and professional degree programs. Emory University is consistently ranked among the top 25 universities in the United States and is a member of the Association of American Universities.
Learn more about Emory University
Size
30,000 employees
Industry
Education, Government & Non-Profit
* Ladders Estimates

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