Johns Hopkins University Medical Training Coordinator in Baltimore, Maryland

Classified Title: Medical Training Coordinator

Role/Level/Range: ATO 40/E/02/OE

Starting Salary Range: $16.91-$22.80

Employee group: Full Time

Schedule: Mon - Fri 40 hrs week

Employee subgroup: Salaried Non-exmt

Location: 04-MD:School of Medicine Campus

Department name: 10002738-SOM Ane Other Administration

Personnel area: School of Medicine

General summary/purpose:

The Medical Training Coordinator must be able to work independently to coordinate the day-to-day management of educational and departmental activities for the postdoctoral fellows and the program directors of two ACGME approved fellowship programs within the Department of Anesthesiology & Critical Care Medicine. This position will have involvement with the Registrar’s Office, other training program coordinators, teaching faculty, fellows and residents. This position reports to the ACCM Administrative Program Coordinator.

Specific Duties/Responsibilities:

  • Administratively responsible for two fellowship programs: Adult Critical Care Fellowship Program and Cardiothoracic Anesthesia Fellowship Program, Department of Anesthesiology and Critical Care Medicine

  • Develop expertise and knowledge of regulations and standards as defined by regulatory organizations (ACGME program policies, as well as compliance with Residency/Fellowship Review Commission and the Johns Hopkins Institutional guidelines).

  • Coordinate ACGME site visits by adhering to guidelines, completing all ACGME required reports, and preparing all documents and files for review

  • Coordinate Clinical Competency Committee meetings and materials. Ensure that the faculty are educated on appropriate CCC proceedings and requirements to advance trainees through the program

  • Coordinate Program Evaluation Committee meetings and ensure that improvements are implemented to the program annually.

  • Attend JHU GME yearly meetings as fellowship coordinator: represent divisions, identify weaknesses in programs and correct as needed, assist other fellowships when needed

  • Assist the Fellowship/Training Directors in ensuring the training programs remain in compliance with developed standards.

  • Acts for and makes decisions in the programs directors’ absence

  • Coordinate the fellowship recruitment process. Enrolling in ERAS for applications and NRMP for matching applicants to the program. Replying to inquiries, screening applicants, preparing applications for review. Scheduling and coordinating interviews. Updating and preparing recruiting materials (slides, pamphlets, etc.). Tracking and recording applicant evaluations for selection process. Creating well organized, thorough and welcoming interview sessions with applicants. Ensure faculty are aware of NRMP requirements and follow the guidelines for the Match. Assist director with preparing and submitting Ranking list of applicants. Serve as the contact person between the fellowship programs and the matching program.

  • Coordinate the fellowship onboarding process. Serves as a liaison to fellows throughout the application, new hire, and training process. Process all appropriate paperwork for new appointments for fellows. Prepare offer letter. Initiate online criminal background investigation. Submit annually Unlicensed Medical Practitioner Registration Forms for fellows. Create orientation program specific to individual fellow needs. Schedule HR, Occupational Health appointments

  • Create academic schedule for fellows. Arrange clinical orientation

  • Train new fellows on the use of New Innovations for duty hour logging and evaluations

  • Educate fellows on ACGME requirements during their training

  • Enroll fellows in all required training courses including EPIC and POE (Sunrise). Activate access to all clinical information systems

  • Member of the Program Coordinators group. Gives feedback on current procedures and make suggestions for improving current process.

  • Synthesizing instructions and feedback from multiple sources (Institutional Coordinator meetings, ACGME updates, etc.) to improve the quality of the fellowship program

  • Coordinate fellowship educational activities which include but are not limited to educational lectures, meetings and journal club

  • Planning and redesigning curriculum as needs and training procedures change

  • Coordinate and serve as proctor for annual In-training Exam

  • Update program information annually to include graduating fellow new demographic data as well as enter new fellow statistics through multiple third-party databases

  • Keep records of QI involvement by fellows

  • Manage information on fellowship programs website

  • Enter/maintain information on the ACGME’s WebADS system with the following information (program characteristics, scholarly activity, board pass rate, evaluation and duty hour information, resident and faculty surveys, responses to CLER findings)

  • Compile and submit reports to ACGME and maintain GME track

  • Create and update rotation block schedules

  • Create and update evaluation forms for all rotations

  • Create Summative Evaluations at the end of each training period

  • Create and maintain Program Agreement contracts between other programs to outline expectations of the education of fellows rotating through these programs

  • Create and submit proposals to improve and expand the training program

  • Arrange Quality Assurance Meetings: reserve meeting space. Coordinator meeting agenda. Follow up with individuals regarding action items to be completed

  • Coordinate an annual graduation event for outgoing fellows

  • Review training records with CCC to determine training completion

  • Submit list of graduating fellows to Registrar’s office

  • Complete training verification forms for previous graduates

  • Complete close-out reports in RTID, ADS and FREIDA

  • Submit year-end reports to GME Office

  • Apply for grants to support the program. Prepare request letters, applications and other paperwork as necessary for grants

  • Arrange Affiliation Agreements as required for elective rotations

  • Interact with the JHU Registrar’s Office in coordinating visiting students, residents and fellows for elective rotations

  • Maintain fellowship alumni database

  • Perform other duties as required

Financial

  • Maintain all financial accounts and affairs via SAP for the fellows: reimbursements, memberships, books, parking, meetings, presentations, abstracts, etc.

  • Orders all office supplies via the SAP using the Shopping Cart or E-Market place system

  • Confirms invoices and generates check request for paying said invoices

  • Communicates directly with vendors when discrepancies occur

  • Process travel and miscellaneous expenses reimbursements for fellows and fellowship directors

  • Monitors the BW reporting system to track expenses

  • Tracks spending and assist in budget preparation

  • Make corrections and changes to vendor records in SAP as needed

Minimum qualifications:

High School Diploma/GED required. Three years of progressively responsible administrative experience, preferably in an academic setting. Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred qualifications:

Two years of college or additional years of work experience preferred.

Special knowledge, skills, and abilities:

Strong office administration skills. Must be highly collegial with solid interpersonal skills, a demonstrated respect for diversity and the proven ability to work with a broad spectrum of populations. Must be proactive with the ability to multi-task and handle competing priorities. Demonstrated critical thinking abilities to anticipate and respond to issues to achieve positive outcomes. Demonstrated writing ability. Must be able to work independently.

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu . For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.