Medical Training Program Coordinator

This position will fulfill administrative duties to support the overall office. General support to the Surgery Residency Program director and Associate Program Director for Surgery, as needed. Keep Program Director up to date on activities and program progress. Attend Scientific Meetings and Educational Meetings as recommended by Program Director. Attend and participate in all Program related meetings. This position is highly visible and will be the first point of contact to the Department for all constituents (faculty, students, residents, staff, and professional colleagues.). Create and maintain a healthy learning environment for the residents with regular checks of call rooms and Surgery resident’s lounge; maintain supplies in these locations as needed (e.g.: paper for printers); regularly collect forms deposited in the lounge pickup area. Manage daily operations of residency office that leads multiple educational programs, organizing and prioritizing necessary tasks, initiating changes and resolving issues as they arise. Enter, set-up, monitor and track resident assessment including OPRS forms and assessments in Evalue. Monitor the resident formative and summative evaluation and summative evaluation process, and maintain complete and accurate files. Track and records results of resident assessment prepare for Competency Committee and Faculty meetings. Enter milestone evaluation data into the ACGME WebAds system. Summarize results as needed. Develop and implement the systematic process of evaluating the quality and appropriateness of residency training and education. Assure ongoing collection and reporting of evaluation data from residents regarding rotation experience and faculty interactions. Manage the information in Evalue (or replacement System). Maintain up to date enrollment of residents and faculty in EValue. Ensure proper scheduling of E value forms, managing data collection, analysis and reporting of evaluation data from residents, attending surgeons, and other groups who will evaluate residents and the residency program(s). Prepare and mange resident block and call schedules and other residency program rotations and activities. Maintain up to date information on departmental resident website (Halsted Portal). Coordinate new intern on-boarding with Credentialing and the Registrar’s office, and track progress on visas, social security numbers and other administrative details required for program participation. Ensure all details (including parking, ID badges, lab coats, iPads, scrubs access, radiation badges, call room access are addressed and access is granted to all needed digital systems such as SCORE, ACGME case logs, HALSTED Portal, EValue and others. Participate in the preparation of ACGME accreditation materials, as well as CLER documents. Maintain up to date information on the ACGME’s data systems and complete the annual program update with the PD for the ACGME. Track completion of mandatory requirements (ACLS, ATLS, FLE, FES, Airway course, etc) Track completion of assignments such as SCORE modules and lab assignment completion. Support all resident curricular events (lectures, labs, etc) at JHH ensuring that attendance is taken, faculty are present and supported, and that all VA and webcast systems are functional. Contact the appropriate help desk (AV, VTC, and housekeeping) as needed. Manage resident lab schedules and resolve scheduling conflicts. Develop and implement systems for collecting and reporting statistics related to the variety of patients seen and the attending exposure by the resident/fellows. Develop various statistical reports that reflect the current and comparative status of patient interactions by the resident and fellow. Prepare data analysis reports, and assist in development of annual reports. Responsible for any related resident’s invoices and ordering of supplies. Other duties as assigned.

• High School Diploma/GED required.
• Three (3) years administrative/office 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) may substitute for required 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.

Preferred Experience:

• Prefer experience in Academic department.

Special Knowledge, Skills, and Abilities:

• Knowledge of surgical residency program or critical care fellowship program preferred.