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Medical Training Program Administrator

Johns Hopkins University

Details

Posted: 08-Apr-22

Location: Baltimore, Maryland

Salary: Open

Internal Number: 82596-en_US

The Department of Emergency Medicine seeks a Medical Training Program Administrator to perform as an integral team member of the education division and provide support in management of large and complex clinical training programs and all related educational activities for the department.

The Medical Training Program Administrator coordinates the planning, preparation and execution of activities related to residency recruitment and education for 56 residents under supervision of the Medical Training Program Manager; works with the Program Director, Assistant & Associate Program Directors and Chief Residents to ensure smooth implementation and communication of residents' schedules, educational conferences and special programs.

The Medical Training Program Administrator will work to update and maintain online program databases, assist in planning of special events, provide administrative support to the Program Director, Assistant & Associate Program Directors, and Chief Residents, and assist the Medical Training Program Manager as necessary with any duties needed for the educational programs.

Essential skills include the ability to provide accurate, timely and courteous service to current and prospective residents, faculty, preceptors and other university staff and residents, as well as the ability to work as a member of a team with moderate to minimal supervision.

The Medical Training Program Administrator is accountable for standards of service excellence, including but not limited to: interpersonal relations; teamwork; problem resolution; prioritization of workload; continuous performance improvement, and self-management & accountability.

They also must be in communication with Emergency Medicine administration and faculty, as well as other specialty departments, outside institutions, the Graduate Medical Education Office, the Registrar's Office, the International Office and the Medical Staff Office, as well as accountable for compliance with regulatory and educational agencies including but not limited to ACGME, AAMC, ECFMG, GME Track, ABEM (American Board of Emergency Medicine), SAEM (Society for Academic Emergency Medicine), ACEP (American College of Emergency Physicians), AAEM (American Academy of Emergency Medicine), ERAS (Electronic Residency Application System), and NRMP (National Resident Matching Program).

Specific Duties & Responsibilities:

Residency Program Support

In Conjunction with the Medical Training Program Manager, Assists with House Staff Recruitment/Interview Season:

Develops and directs applicant selection and interview process
Works with ERAS and Interview Management Software (e.g. Interview Broker) during residency interview season
Assists with coordinating the interview day, including scheduling faculty for interviews
Helps to facilitate additional interviews for applicants applying to the combined EM/Anesthesiology Residency Program
Distributes applicant electronic files to faculty interviewers
Assists with the interview day schedule, taking notes and sending thank you notes on behalf of the program
Coordinates shadow visits for applicants
Maintains current knowledge of institutional policies/procedures regarding medical staff and resident applicants
Acts as information clearinghouse for applicants, and advises Medical Training Program Manager and Program Director in matters relating to special applicant issues
Ensures that all logistics related to interview process reflect well on institution
Active participant at Selection Committee meetings. Takes minutes and compiles data. Assists with developing preliminary rank lists based on faculty scores

In Conjunction with the Medical Training Program Manager, Helps to Oversee the Onboarding and Credentialing of Residents:

Assists with the appointment process of all residents in Emergency Medicine, consisting of initiation of appointment, reappointments and terminations
Assists with the hiring process with all matched applicants, including residency contracts, background checks and all necessary paperwork required by the hospital and university
Assists with drafting correspondence and revising forms and departmental procedures necessary for appointment and reappointment
Assists with the creation of contracts and/or offer letters for residents. The contracts and/or offer letters are individually tailored to each trainee with salary level and vacation time
Assists with processing all appointments to completion, ensuring that all residents are properly credentialed and coordinates the annual Medical Staff reappointment activities
Serve as a liaison to the International Office regarding any trainees requiring visa approval and/or any visa issues
Maintains confidential peer review files for all active residents and maintains confidentiality in all transactions.
Assists with employee requisitions and status change forms for personnel as appropriate
Arranges for resident certification courses, including ACLS, ATLS and PALS

In Conjunction with the Medical Training Program Manager and Associate/Assistant Program Directors, Assists with House Staff Orientation for Incoming Residents for July 1st Start:

Develop orientation schedule for trainees, which includes developing/updating/coordinating/presenting administrative overview. Schedules speakers for clinical and academic-related overview
Timely turn-over of files for credentialing, procure lockers, pagers, lab coats, swipe access to ED, dome passes, EPIC, New Innovations etc.
Orders and sets up meals for in-person orientation days for residents and faculty

In Conjunction with the Medical Training Program Manager, Assists with Weekly Residency Conference:

Updates Google calendar regularly with conference activities
Assists with confirming outside/Grand Rounds residency conference lecturers
Schedules lecture halls/conference rooms, AV equipment and services for weekly residency conference, Grand Rounds and other special meetings/lectures.
Orders and sets up meals for in-person orientation days for residents and faculty

In Conjunction with the Medical Training Program Manager, Helps to Oversee All Aspects of Day-to-Day Administration of the Residency Program:

Maintains the statistical reports for Departmental, University, and Board requirements
Inputs data into ACGME webADS for residents and the annual ACGME update for all residents and faculty, which requires tracking the yearly scholarly activities for both
Updates and maintains GME Track annually
Disseminates Annual ACGME residency and faculty survey
Assists with updating and implementing ACGME, institutional and program policies as needed
Develops expertise and knowledge of regulations and standards as defined by regulatory organizations (ACGME program policies, as well as compliance with Residency Review Commission and the Johns Hopkins Institutional guidelines)
Ensures that training programs remain in compliance with said standards
Designs and develops processes to assure compliance, including design, development and implementation of reliable measurement tools, and documentation systems to provide evidence of compliance
Monitors compliance for certain JHU and JHH training courses
Assists with data entry in Residency Management Software (i.e., New Innovations):
- Adds new residents, faculty and nursing staff
- Enters the yearly block schedule into NI
- Keeps residents' electronic files updated by scanning any paperwork needed
- Export resident evaluation and logging reports from New Innovations as needed
Prepares, maintains and monitors confidential resident files. Request and monitor receipt of preceptors' rotation evaluations.

In Conjunction with the Entire Residency Leadership Team, Reviews Returned Evaluations, and Make Recommendations for Ways to Improved Program from Feedback

Prepares and/or oversees preparation of extensive files/statistics for accreditation purposes of periodic review by regulatory agencies. Updates and maintains these various residency databases required to help run the programs
Assists with planning, administering, and proctoring resident's exams (ITEs)
Assists with timely update of Program Letters of Agreements
Organizes and maintains notes from residency team meetings
Oversees resident duty hours attestation compliance
Monitors webmail sites and respond to requests from correspondents for information about programs
Assist with developing marketing materials, brochures and catalogs, requiring planning, coordination, knowledge and understanding of the academic programs
Assists with updating alumni files
Assists with coordinating ACGME Site Visits
Assists with the logistics/planning of all major events (e.g. Graduation, Resident Retreat, Welcome BBQ)
Serves as support mechanism/coach for trainees within scope of training
Assists and serves as a backup to the Medical Training Program Manager with Emergency Medicine/Anesthesiology Residency and Fellowship program support as needed.
Other duties as assigned

Administrative Support

Provides administrative support to the Program Director (PD), Associate and Assistant Program Directors (APDs), Chief Residents and Medical Training Program Manager.
Maintains complex schedules, makes travel arrangements and drafts correspondence for PD/APDs
Orders office supplies, residency supplies and equipment through SAP

General Office Support

Provides general office support such as phone coverage, conference room scheduling, catering orders, AV coordination, purchasing, records control, problem solving and other administrative activities for a department/division, center or other organizational unit

Financial & Payroll Support

Processes invoices and travel reimbursement for all residents, the PD, APDs, and Medical Training Program Manager through Concur
Tracks and monitors resident CME and FAST budget allocations and reimbursements
Ensures that expenses remain within the funds allocated
Processes annual payroll spreadsheet for residents, including new hires, stipend increases, stipend distribution changes and terminations to the department payroll coordinator for processing
Assists with preparation of annual housestaff budgets
Assists the Medical Training Program Manager with developing and managing department residency/fellowship budgets for operating expenses

Clinical Competency Committee (CCC)

Assists the Medical Training Program Manager with data collection and dissemination of materials for the CCC meetings
Provides ongoing assistance to faculty on the committee in preparation of the reviews
Assists the Medical Training Program Manager and the CCC chair during meetings
Implement and Maintain Milestones in preparation for Biannual resident reviews
Collects & distributes End of Shift Qualtrics data reports to the residents, the Residency Leadership Team and to the CCC
Assists with maintaining and distributing the resident database and documentation needed for the resident reviews every six months to residency leadership
Maintains and exports New Innovations end of rotation milestone evaluation data (for both ED rotations and off-service rotations)
Sets up new nurses and faculty into the system as needed

Faculty & PA CME Record Keeping

Completed training to become CME Record Keeper for EM Residency conference activities to allow EM faculty and PAs to be able to obtain CME credit when attending any of these activities
Facilitates process of renewing CME applications annually
Uploads information/maintains compliance within Hopkins CME cloud site
Enters in speaker information
Ensures all speakers have current profiles and disclosures within the cloud
Disseminates CME code sheets weekly to provide attendees with information to record their conference attendance
Gathers copies of all presentations from residents/faculty/outside speakers and uploading them into the cloud
Ensures any changes made to the residency conference schedule re communicated to the CME office
Provides assistance to faculty and PAs should they have attendance issues/questions or need a CME transcript

Minimum Qualifications (Mandatory):

Bachelor's Degree required
Four years of related experience required
Additional education may substitute for experience, to the extent of JHU equivalency formula*

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  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.

** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Preferred Qualifications:

Five years of experience preferred
Previous residency program or other graduate-level training program experience preferred
Advanced degree helpful

Special Knowledge, Skill & Abilities:

Candidate should have excellent organizational, interpersonal and communications skills, with great attention to detail
Good written and oral communication skills essential
Familiarity with SAP and internal Hopkins systems desirable
Must be proficient using Microsoft Office products, including Outlook, Word, Excel and PowerPoint. Comfortable using various electronic data management formats – databases, websites, etc
Professional with intermediate to advanced office skills including: typing, editing/proofreading, filing
Demonstrated skills in customer service, telephone, typing
Working as a member of a dynamic team, while able to work independently with very little supervision; detail oriented, strong written & verbal communication and interpersonal communication
Demonstrates critical thinking for problem solving
Ability to prioritize multiple tasks and work with a variety of department contacts
Readily accepts new responsibilities and assignments
Recognizes when help is needed by others and offers guidance and assistance
Displays flexibility in adjusting to the fluctuating needs of the department, residents and residency programs
Accountable for standards of service excellence; including but not limited to interpersonal relations, teamwork, communication, continuous performance improvement, and self-management & accountability

Technical Qualifications or Specialized Certifications:

Acquires and maintains certification with The National Board for Certification of Training Administrators of Graduate Medical Education (TAGME)
Attends local/national GME and EM education conferences (SAEM, CORD/EMARC, ACGME)
Apprises program director of trends in GME
Presents at GME and CORD/ACGME

Physical Requirements:

Candidate must be able to sit at a computer and stand at a copier.
While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 70% of the time.
May be required to traverse throughout the office and various buildings for events or to retrieve or deliver supplies, documents, or other materials from other locations on campus.
During peak program times, additional walking may be required throughout our large campus. The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
Prolonged vision requirements including viewing computer screen, paper reports/documents.
While this position will be primarily at a desk in an office setting, work can occur within or near the Emergency Medicine clinical area.
May transport equipment and supplies usually less than 40 pounds from one area to another (in the office or on campus). In some areas work space is confined.

Additional Information:

This is currently a hybrid position with both remote and in-person (Baltimore, MD) responsibilities, subject to change
Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices
During peak program times (June-July) and (October-January) work deadlines are critical – extended leave during these times may be less flexible

Classified Title: Medical Training Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $45,650 - $62,850 annually (commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30AM - 5PM
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Em Med General Administration
Personnel area: School of Medicine

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.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

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About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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