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Program Manager for MD/PhD Program

Company: University of Kansas Medical Center
Location: Kansas City
Posted on: November 25, 2022

Job Description:


SOM KC MD PhD Program

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MD/PhD Scientist Training Program

Position Title:

Program Manager for MD/PhD Program

Job Family Group:

Professional Staff

Job Description Summary:

This administrative director position has responsibilities within the following areas of the Medical Scientist Training Program (MD/PhD Program) at KUMC (the "Program" hereafter) as related to, and interacting with faculty and administrative officials in the School of Medicine, MD/PhD Students, and other KUMC administrative offices: budget, financial planning, student admissions, student performance and tracking, daily Program management, and general administration of Program activities. The position requires an ability to comprehend, interpret, and act within regulations and policies of the Program, the School of Medicine, KUMC, the state of Kansas, and the NIH. Maintenance of confidentiality is imperative. This position reports to the Director and Associate Director of the Program.

Job Description:

Budgetary, Accounting, and Financial Management Responsibilities:

* Manage the MD/PhD student-related expenditure-accounting, which includes oversight of all expenditures such as: first and third-party payment documents for students' stipend and tuition each academic term, expense reimbursement documents and reports relating to MD/PhD Student Council, student expenses on behalf of the Program, other Program expenses relating to the students (e.g., Annual MD/PhD Student Retreat, etc), and reconcile discrepancies.

* Assist the Directors and other institutional financial planners in the development of annual Program budgets, and projected Program budgets as requested, and prepare the preliminary and final budget documents consideration and implementation, respectively.

* Attend all budget and/or financial issues meetings for the Program, including those concerning issues brought by the students.

* Create and maintain financial accounting spreadsheet(s) for the KUMC EVC (and School of Medicine Director of Finance) detailing expenditures and credits for all elements of the Program, with emphasis on each student and the funding resources used for each payment.

* Review and reconcile monthly the State of Kansas account statements that include salaries and wages and Other Operating Expenses.

* Review and reconcile monthly the University of Kansas Endowment Association account statements relating to the Program discretionary funds.

* Review and reconcile monthly any other account statements (e.g., from internal or external grants, etc.) relating to the Program. Prepare monthly reports on all budget accounts for Director of Program.

* Prepare correspondence to secure funds from the Endowment accounts to cover all funding for fiscal year.

* Act as added administrative official for all student pre-doctoral grants, so the Program is able to view and access balance reports, as well as assist other departments with expense submission.

* Coordinate with SOM Finance on management of fringe benefits for student pre-doctoral grants.

* Use various software interfaces [e.g., RINST and xTRAIN (NIH)] to manage student participation in training grants throughout training.

* Responsible for learning and performing all aspects of the State and KUEA purchasing systems. Prepare requisitions, purchase orders, and receive items in Workday, including the BPC card process. Maintain the program supply closet and maintain all purchasing files.

* Prepare reimbursement requests for vendors, faculty, staff, and students.

* Prepare contracts as required.

* Supervise part-time person appointed in the School of Medicine to help with accounts payable.

* Prepare payment documents for all invoices associated with the program cost centerand ensure that the supervisor has signed off on all invoices for payment prior to paying.

* Maintain all Accounts Payable files.

* Process all faculty, staff, and student travel requests via Workday for Program.

* Obtain appropriate contracts when necessary.

* Prepare, submit, and track travel reimbursements.

General Program Administration:

* Provide full administrative support (e.g., transportation, lodging, and expense management) for all Programmatic activities, including Annual MD/PhD Student Retreat, MD/PhD Physician Scientist Research Lecture, and other events.

* Create and maintain all data tables on training & funding for the T32. In collaboration with IASC, provide this information to other departments for other grant submission or renewal.

* Act as liaison between MD/PhD applicants, students, staff, and faculty with respect to regulations and polices of the Program.

* Track all submissions of student pre-doctoral grants and prepare budgets for these.

* Maintain official student records. Ensure that supervisors complete necessary evaluations and assist with issues, such as disciplinary action, etc.

* Initiate process to verify that all students have registered for the appropriate courses. If required, contact the student to ensure this process is completed in a timely manner.

* Initiate the request to receive the tuition billing information from Student Financial Accounting.

* Create a spreadsheet of tuition billing to clarify how each students' tuition and stipend will be paid and send a copy to Fees Manager in Student Financial Accounting and Associate Director of Student Financial Aid to initiate the payment.

* Notify the Director of Graduate Studies of any changes and verify Graduate Teaching Assistants or Graduate Research Assistants, who are entitled to tuition fee waivers.

* Prepare requisitions, and purchase orders as necessary to insure payment of the MD/PhD Student tuition and stipend.

* Review the academic grades for each student at the end of each semester and report academic performance to the Director and Associate Director.

* Schedule meetings and prepare appropriate letters (probation, if required, etc.)

Program Admissions:

* Receive, review, and compile all student applications.

* Keep applicants informed about completeness of submitted credentials for their application and contact applicants for necessary outstanding requirements, or other information requested.

* Prepare summaries of applications for distribution to the Program's Admission Committee members and Directors for review.

* Approve paper applications and direct the preparation of acceptance or decline letters.

* Create and maintain a hard copy and computer file of all applicants' submitted items.

* Create a database tracking record of applicant/application progress and status.

* Coordinate with Senior Coordinator for MD-Program Admissions in the School of Medicine relative to each MD/PhD Program applicant and his/her application completeness and status.

* Coordinate all details of scheduling and agenda for on-campus visits and interviews of Applicants, including: scheduling rooms, travel and meals (and also any involved reimbursement), interviews with the admissions committee, and interviews with at least four KUMC researchers selected by each applicant for any formal interview visit by the applicant. Should virtual interviews be required, schedule and run meetings with appropriate software.

* Schedule all admission committee meetings and record minutes for these meetings to file with official documents.

* Create and distribute to the admissions committee all reports regarding the applicants they are reviewing and keep appendix to minutes for items discussed regarding these applicants.

* Coordinate visits for any applicants with offers, including travel, transportation, lodging, meetings, and reimbursement.

Other Duties:

* Work with Director and Associate Director to revise and update Program brochures and website, which requires continuing training on web and photo editing software.

* This position may be required to participate in regular staff meetings or assigned to serve as a representative at meetings (including national meetings) other than those for which the incumbent is responsible.

* This position will also perform other reasonable duties as requested by the Director and Associate Director.

Required Qualifications

Bachelor's degree in Business Administration or related field. Experience may substitute for degree on a year for year basis.

Preferred Qualifications

Master's degree in Business Administration or related field.

Required Documents:

* Resume

* Cover Letter

KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. Additional information can be found at https://www.kumc.edu/human-resources/benefits.html

Employee Type:


Time Type:

Full time

Rate Type:


Pay Range:

$53,000.00 - $83,000.00







Keywords: University of Kansas Medical Center, Kansas City , Program Manager for MD/PhD Program, Executive , Kansas City, Kansas

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