Location: Baltimore, Maryland
Internal Number: 107977-en_US
We are seeking a Medical Training Program Administrator who will administer and coordinates a graduate medical education fellowship training program as well as manages all credentialing and visa requirements for the Division of Endocrinology. Collaborates with the Training Program Director to ensure program compliance within established accreditation regulations 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 and other agencies. Manages all credentialing for research and clinical trainees. Provides grant support/coordination for Program Director/Fellows.
Specific Duties & Responsibilities
- Maintain knowledge of current regulatory requirements relevant to fellowship training, including those of the ACGME, ABIM, and state licensure.
- Independently revise, maintain and gather information for orientation manuals for new incoming postdoctoral clinical fellows as dictated by the American Accreditation Council for Graduate Medical Education (ACGME).
- Annually review, revise, and print copies of Orientation Manual and Fellows Handbook.
- Assist the Fellowship Director with the orientation of new incoming clinical postdoctoral fellows.
- Independently maintain updated requested information for American Board of Internal Medicine (ABIM) and Accreditation Council for Graduate Medical Education (ACGME) for Fellowship divisional accreditation.
- Maintain monthly fellows and faculty reviews for ABIM records including Duty Hour requirements. Maintain E*Value 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 staff to improve functionality, and preparing performance reports on individual faculty, fellows, and the program.
- Request credentialing information of all new incoming clinical postdoctoral fellows -- requesting documentation from United States and International Medical Universities and Institutions, as well as medical licensing information to verify stated training.
- Maintain fellowship files on current fellows 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.
- Assist with international research fellows credentialing and visas.
- Reserve rooms, order food as needed for Fellows conferences.
- Annually update web sites of FREIDA, ABIM, ACGME with fellowship information. Complete verification of training forms for PD confirmation and signature.
- Schedules meetings with fellows and other faculty regarding the fellowship program.
- Work with the Office of Continuing Medical Education (CME) to maintain fellowship program requirements and setup Divisional CME activities.
- Responsible for processing vendor payments and invoices; purchase orders, shopping carts, reimbursements related to the program.
- Forward credentialing requests to Johns Hopkins Credentials Verification office.
- Download all completed credentialed files.
- Request completion of Unlicensed Medical Practitioner (UMPS) forms and requests for Criminal Background Check.
- Complete stipend and transmittal forms.
- Forward all credentialing materials packet to Johns Hopkins University Postdoc office and Johns Hopkins Hospital Credentials office.
- Schedule incoming fellows for all house staff training classes.
T32 Grant Support
- Prepare Statement of Appointment forms for each years participants as well as Payback Agreement forms for new trainees.
- Prepare Termination Notices for fellows no longer supported by the training grant.
- Tack trainees by email and Internet searches and keep spreadsheet of progress of previous trainees, keep publications list of previous trainees (PubMed search), assist with preparation of renewal application and progress reports for each year of grant by gathering information for and preparing required tables.
- Serve as the liaison with the School of Public Health and PCCM finance staff on the grant financials.
- Assist with the submission of education-related grant applications that support the fellowship program.
- Provide fellowship recruitment support to Program Director for Postdoctoral Clinical Fellowship.
- Collect and correlate all in-coming application information for yearly fellowship applicants. 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).
- Correspond with all applicants regarding information needed by program.
- Perform pre-screening of applicant files.
- Collect and correlate all faculty interview information on applicants.
- Schedule fellows interviews with Faculty Selection Committee and maintain interview information database.
- Copy and distribute application packets and schedule to faculty prior to interview days.
- Prepare interview day folders for applicants.
- Order food for interview days and reserve restaurant space for pre-interview dinners.
- Assist Recruitment Director with fellowship Match information and maintain Match database.
- Enter rank list as directed by PD and Recruitment Director.
- Perform other Divisional responsibilities as assigned.
- Interprets operating policies; exercises independent judgment in resolution of administrative problems.
- Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
Scope of Responsibility
- Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department.
- Exercises managerial or professional judgment and assumes complete responsibility for decisions, consequences, and results. Engages in regular and continuous decision making having an impact on people, costs, and/or quality of service.
- Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
- Sitting in a normal seated position for extended periods of time.
- Reaching by extending hand(s) or arm(s) in any direction.
- Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
- Communication skills using the spoken word.
- Ability to see within normal parameters.
- Ability to hear within normal range.
- Ability to move about.
*This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
**This position is an essential position which requires the incumbent to work from home during an event (weather or otherwise) that causes JHU to curtail its operations by closing some or all the university's offices.
- Bachelor's Degree.
- Four years related administrative experience.
- Knowledge of MS Word required.
- Additional education may substitute for required experience and additional experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
- Thorough knowledge of office and administrative procedures and ability to organize and prioritize tasks.
- Demonstrated ability to exercise good judgment in handling sensitive and confidential information and situations.
- Experience in the use of standard processing and spreadsheet software for personal computers.
- Analytical ability to interpret data and policies.
- Strong oral and written communication skills necessary to interact diplomatically and tactfully with diverse groups of people, exchange information and produce written correspondence.
- Knowledge of MS Excel and PowerPoint preferred.
- Ability to handle multiple tasks in a fast-paced environment.
Classified Title: Medical Training Program Administrator
Starting Salary Range: $46,560-$64,100-$81,680 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M-F, 37.5
Exempt Status: Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM Endocrinology
Personnel area: School of Medicine
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
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.
**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.
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.
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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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