The MSTP Assistant Director is responsible for managing the administrative and academic affairs of the Medical Scientist Training Program (MSTP), a $10 million training program of Northwestern University with 115 students, 300 faculty, and 550 applicants per year.
Oversees a major department/school-wide program or project & provides direction & thought leadership to develop strategic goals & objectives; defines associated metrics to measure results; & creates & obtains resources to ensure success. Reviews, creates & nurtures internal & external alliances, collaborations and partnerships.
The program/project is summarized below. (Definitions: Program: plan or system of taking action toward a goal. Project: planned actions with specified beginning & end.)
Serve as Course Director for two MSTP courses in The Graduate School (offered Fall, Winter, and Spring Quarters). This requires a doctoral level scientific background to review and vet choice of scientific articles, review research proposals and presentations, etc.:
401-0 MSTP MSTP Colleges Curriculum
402-0 MSTP Grand Rounds
Coordinate the MSTP courses by overseeing the development and maintenance of syllabi, including the scheduling of appropriate weekly activities, and working with course directors, students and office staff to ensure proper execution of the courses and monitor student absences and participation.
Develop new clinical education programs together with appropriate FSM and TGS leadership.
Oversee and assist with initiation and implementation of new programs and curricula.
Participate in annual meeting of M.D.-Ph.D. Program Directors each summer.
Assist the Director and Associate Directors in advising and counseling MSTP students on all training issues, including:
performance in preclinical Medical school courses
choice of rotation laboratories
collection and review of rotation reports and evaluations
choice of laboratory for Ph.D. thesis
selection of graduate courses
choice of thesis committee members
performance in clinical Medical school courses
disciplinary action and remediation
application for residency programs and fellowships
strategies for applying for faculty positions and research grants
advise faculty on MSTP student mentoring issues
Assist with the development new research education programs together with the Directors and Associate Directors of the four major life sciences graduate programs.
Serve as a campus liaison for the MSTP and its students by maintaining positive working relationships with faculty in departments across campus in addition to graduate program, FSM and TGS leadership.
Directs and leads development of program/project strategic plan.
Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
Manage and coordinate the daily administrative and operational activities and tasks of the MSTP. Establish a detailed program calendar with key project deliverables and timelines to ensure that all routine tasks and activities are completed well in advance of deadlines.
Operationalizes goals & objectives; ensures that resources are created or obtained.
Oversees data analysis & recommends & implements changes & improvement to better ensure attainment of mission.
Manages logistics requirements, including facilities, venue, scheduling, technology, instruction, catering, etc.
Oversees documentation of agreements between NU and partner institutions, ensuring that agreements are complete and reviewed by all necessary NU officials.
Participates in developing IT strategy to meet the mission & needs of program/project.
Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT.
Organize and run weekly MSTP staff meetings. Invite agenda items from Directors and Program Manager and Admissions Coordinator. Prepare and distribute detailed agenda and project list. Modify and redistribute project list with assignments immediately after meeting based on discussions.
Assist the MSTP staff having financial, administrative and admissions related responsibilities.
Create (or organize the creation of) and oversee the maintenance of MSTP databases, including student database, faculty database, alumni database, and annual applicant database. Manage maintenance of all student files.
Assist in the development and maintenance of the MSTP web site.
Oversee and assist in the financial management of the MSTP including; grant administration, annual budgets preparation and financial status updates. Partner with other financial officials in the Graduate School, Medical School, and individual departments to assure proper funding of students in all phases of training. Approve all expenditures.
Coordinate, assemble and complete both competing and non-competing renewals of NIH MSTP training grant application.
Create and draft standard and ad hoc reports, including annual report to deans and faculty, admissions/recruiting reports, annual student progress reports.
Review MSTP handbook outlining policies and procedures relating to the various stages of MSTP training including but not limited to detailing responsibilities of students and the program throughout the course of training.
Coordinate the preparation of MSTP publications (brochures, handbooks, etc).
Support MSTP Admissions by reviewing and screening applications, attending Admissions and Admissions Committee meetings and assisting the Admissions Coordinator in the advisement of prospective applicants and undergraduate students.
Communicate with prospective applicants and advise undergraduate students (Northwestern and other) on MSTP applications strategies.
Coordinate the collection of MSTP applications. Serve as liaison with the Graduate and Medical School Admissions offices. Work with students, faculty, and Associate Director for Admissions to plan and execute all recruiting events. Work with Admissions Coordinator to review Second Look faculty interview requests.
Supervise Program Assistant to arrange travel, hotel accommodations, and itineraries for prospective students during interview weekends. Approve payments of invoices and reimbursements for recruiting expenses.
Coordinate active recruiting of MSTP students from major research universities and universities with a high percentage of underrepresented minority students.
Supervises 2-4 staff.
Performs other duties as assigned.
Work in coordination with Student Council and Special Events Coordinator to develop MSTP activities and events, e.g., preparing event-related documents, procures resources for events (rooms, catering, audiovisuals), Student-Faculty Retreat, Women's Forum, Roundtable Discussion, etc.
Execute special projects to promote the success of MSTP program as needed
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
5 years program/project administration or other relevant experience
Minimum Competencies: (Skills, knowledge, and abilities.)
Excellent interpersonal communication skills, including the written and oral language skills necessary to make effective and persuasive presentations on complex topics to leadership and groups.
PhD in the molecular/cellular biology, engineering, life or physical sciences and one or more years of postdoctoral research training.
Two years of department or program administration preferably in an academic environment.
Two years of supervisory experience.
Preferred Competencies: (Skills, knowledge, and abilities)
GRA Grant Administration Manages grants application process;
Prepares and monitors budget;
Administers pre and post-award.
MANAGE Managing Empowers others through delegating key tasks/functions;
Establishes clear understanding of roles and accountabilities, setting clear expectations, providing feedback and guidance, holding people accountable.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 37805
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.