Administrative Director

Discover Your Career at Emory University

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

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

Emory is an equal opportunity employer, and qualified applicants will receive 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. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies 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 (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD). Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at [email protected] or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.