This position oversees all aspects of day-to-day administration of the graduate medical education fellowship training program as well as manages all trainee credentialing requirements for the Division of Rheumatology. Collaborates with the Training Program Director to ensure program compliance within established accreditation regulations and administers the programs in compliance with university policies and guidelines. Evaluates program performance; identifies and responds to specific program needs, recommending and implementing policies, activities and action plans; actively participates in the recruitment process for fellows in the programs; arranges for hospital and university appointments and is the division liaison with postdoctoral office, Medical Staff Office and other agencies; manages all credentialing for research and clinical trainees. Provides grant support/coordination for Program Director and Fellows.
Specific duties & responsibilities:
Fellowship Coordination: 45%
Work closely with program director to establish program course schedules, developing marketing materials, brochures, catalogs, requiring planning, coordination, knowledge and understanding of the academic program. Create and manage yearly block rotation schedules for four first-year fellows, consisting of Ambulatory Clinics, JHH Inpatient Consult Time, JHBMC Inpatient Consult Time, and Elective. Coordinate elective schedules with multiple sub-specialty divisions and departments within Johns Hopkins Medical Institutions.
Create and provide comprehensive orientation manuals for new incoming postdoctoral clinical fellows as dictated by the American Accreditation Council for Graduate Medical Education (ACGME). Assist Fellowship Director and Education Director with orientation of new incoming clinical postdoctoral fellows.
Develop expertise and knowledge of regulations and standards relevant to fellowship training, such as risk management, duty hour restrictions, including those of the ACGME, ABIM, and state licensure, as well as compliance with Residency/Fellowship Review Commission and the Johns Hopkins Institutional guidelines. Together with Fellowship Director, ensures that training programs remain in compliance with said standards.
Facilitate credentialing for all new incoming clinical postdoctoral fellows including coordination of documentation from United States and International Medical Universities and Institutions, as well as medical licensing information to verify stated training.
Ensure compliance with international research fellows credentialing and visas by compiling offer letters, original source degree verification, funding documentation, internal appointment forms.
Serve as primary liaison between fellows to institutional and outside departments for the purposes of assisting with housing, career development, licensing exception, etc.
Prepare and maintain updated required information and statistics for accreditation purposes of periodic review by regulatory agencies, including American Board of Internal Medicine (ABIM) and Accreditation Council for Graduate Medical Education (ACGME).
Submit program letter of agreements, quarterly duty hour reports, and elective rotation forms for visiting residents to The Johns Hopkins Office of Graduate Medical Education to maintain elective rotation and training program requirements.
Maintain fellowship files with all necessary activities including meetings with Fellowship Director, monthly reviews and evaluations, meeting/seminar attendance, duty hours, grant submissions, procedure summaries, etc. Maintain all past fellows' files for a period of 7 years. Correspond with outside institutions on requested information for present and past fellows. Complete verification of training forms for Program Director confirmation and signature.
Coordinate monthly fellows' and faculty reviews for ABIM records; Maintain E*Value/New Innovations evaluation and duty hour management system. This includes checking and reinforcing duty hour logging by fellows, maintaining database of moonlighting activities and hours, scheduling automated reminders, corresponding with E*Value/new Innovations staff to improve functionality, and preparing performance reports on individual faculty, fellows, and the program.
Coordinate multiple meeting series (semi-annual Quality Improvement Taskforce; semi-annual individual Program Director/Fellow Review; annual individual Mentorship Meetings; annual individual Research Development Meeting) regarding the fellowship program to facilitate mentorship and meet requirements of ACGME.
Maintain accurate fellowship and training program information on FREIDA, ABIM, ACGME web sites.
Provide timely processing of vendor payments and invoices; purchase orders, shopping carts, and reimbursements related to the program.
Maintain, format, and distribute the following academic schedules and directories: Rheumatology Fellows Longitudinal Clinic, Fellows' Consult Schedules, Journal Club, CASE Resident Schedules, Radiology/Ultrasound Round Schedule, Faculty Consult Schedule (JHH & JHBMC).
Serve as central point of contact for all educational inquires for the Division; such as research and/or clinical rotation requests, visiting medical student requests, and observerships. Ensures that students are appropriately credentialed.
Manage program director's calendar and schedule meetings/activities as necessary.
Develop and manage fellowship budgets for operating expenses. Ensure that expenses remain within the funds allocated.
Review returned evaluations and make recommendations for ways to improved program from feedback.
Fellowship Credentialing: 15%
Compile and transmit credentialing requests to Johns Hopkins University Postdoc office, Johns Hopkins Hospital Credentials office, Johns Hopkins Bayview Credentials office.
Complete stipend and transmittal forms at initial appointment; Manage reappointment requirements and approvals via reappointment database
Schedule incoming fellows for all housestaff training classes.
Register incoming post-docs and fellows and ensure compliance for all applicable employment-related training modules such as Epic, HIPAA, blood borne pathogens, etc.
Grant Support: 20%
Work with divisional RSA to provide primary grant duty support for ~$400k T32 multi-disciplinary training grant; develops budget for annual progress reporting and application renewals.
Serve as primary contact for Participating Faculty to aid in compliance NIH instructions for table requirements.
Prepare Statement of Appointment forms for each year's participants as well as Payback Agreement forms for new trainees for T32; Prepare Termination Notices through NIH eRA Common site for fellows no longer supported by the T32 training grant.
Maintain database housing current data such as publications (PubMed search), subsequent grant awards, and current employment for graduate trainees' career impact post program.
Prepare and compile information such as: previously supported fellows, program outcomes, participating faculty financial support across departments/funding sources, faculty mentoring histories, and multi-departmental applicant characteristics (degree type, publication count, previous institution locations) for T32 renewal application.
Coordinated weekly meetings for PIs, Program Director, RSA, and support staff to ensure open communication and cohesion between work-groups.
Assist with the submission of medical education-related grant applications that support the fellowship program.
Develop and direct applicant selection and interview process. Provide fellowship recruitment support to Program Director for Postdoctoral Clinical Fellowship by prescreening approximately 120 applicants, manage website content for marketing purposes.
Collect and collate all incoming application information for yearly fellowship applicants with approximately 120 submissions per year. This consists of downloading applications, reviewing all applications for content and submitted information, and maintaining database for Electronic Residency Application System (ERAS) of the Association of American Medical Colleges (AAMC).
Act as information clearinghouse for applicants. Coordinate interview appointments; create and distribute application packets and schedule to faculty prior to interview days; prepare interview day folders for applicants; Collect and collate all faculty interview information on applicants.
Make travel and accommodation arrangements for prospective fellowship applicants and maintains their itineraries when interviewing. Includes travel arrangements, hotel accommodations, preparation, printing and mailing of invitations, and dinner for applicants. Ensure that all logistics related to interview process reflect well on institution.
Assist Program Director with fellowship Match information and maintain Match database. Enter rank list as directed by Program Director.
Bachelor's degree required and a minimum of four years related administrative experience.
Word processing and spreadsheet experience required.
Three (3) years administrative/office experience, preferably in an academic setting.
Additional experience may substitute for some education, and some additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula. Word processing and spreadsheet experience required.
(Additional education may substitute for required 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.
Special knowledge, skills, and abilities:
Perform other Divisional responsibilities as assigned
Interprets operating policies
Exercises independent judgment in resolution of administrative problems
Technical qualifications or specialized certifications:
Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
Classified Title: Medical Training Program Administrator Working Title: Medical Training Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $44,749 - $61,610 (commensurate with experience) Employee group: Full Time Schedule: Monday - Friday ; 8:30a - 5p Exempt Status: Exempt Location: 33-MD:Johns Hopkins Bayview Department name: 10002797-SOM DOM Bay Rheumatology
Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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