Program Coordinator

General summary/purpose:

The primary purpose of this position is to manage all aspects of the day-to-day educational activities of the accredited and non-accredited clinical training programs in the Department of Surgery.

Working in an environment of competing priorities, the individual is responsible for a wide variety of recruitment, appointment/credentialing, curriculum, evaluation, accrediting, budget, grant, and complex administrative duties. Provides information and supports decision-making together with Program Directors and implements policies and procedures to enhance program efficiency and trainee learning. Functions as a team member with Johns Hopkins School of Medicine program faculty and staff, personnel at external institutions, accrediting and boarding bodies to support, coordinate, and advance the Department’s academic programs. This position will work in a fast paced and demanding environment and must be able to function independently.

Specific duties & responsibilities:

Accreditation

Maintains knowledge of accreditation requirements for each Division’s training programs falling under the Accreditation Council for Graduate Medical Education (ACGME) Supervises data collection for annual surveys. Completes all required training surveys for the ACGME Attends annual ACGME education conference to sustain working knowledge of requirements/regulations, to acquire new information and skills, and to network with colleagues; Prepares Graduate Medical Education (GME) and ACGME documents for internal and external reviews/site visit processes and evaluates for preparedness with Program Directors. Updates documents as necessary.

Curriculum

Tracks requirements for each trainee and advises trainees and PDs regarding outcome; Revises curricula annually with assistance of faculty members using ACGME policies. Collaborates with Program Directors to devise standards of trainee performance, monitor performance, and implement corrective measures as necessary;

Supervises arrangements for trainee core lectures, weekly conferences, and annual research presentations and disseminates schedule information. Coordinates semi-annual trainee advising sessions.

Recruitment

Manages annual recruitment for fellowships. Plans outreach events. Creates and revises recruitment materials. Arranges and conducts interview days. Schedules and participates in applicant ranking meetings; Corresponds with individuals sending inquiries/applications; Maintains Electronic Residency Application Service (ERAS^®) database to track applicants and statistics. Provides statistical reports to leadership, University Compliance Office, University Diversity Office, etc; Compiles application materials for faculty review; Develops spreadsheet of candidate evaluations and calculates ratings; Prepares and submits rank order list to National Residency Match Program (NRMP).

Credentialing/Appointments

Liaises with the Office of International Student and Scholar Services (OIS) and the Educational Commission for Foreign Medical Graduates (ECFMG); Prepares appropriate credentialing documents for in-state and out-of-state resident rotators after availability and eligibility have been determined; Processes training verifications for current and former fellows seeking employment and licensure.

Orientation

Plans and conducts annual orientation program for new clinical fellows including Hospital orientation, University registration, personnel introductions, curricula review, policies/procedures review, completion of required forms and tour of facilities; Arranges required on-line systems training and assures timely completion by each new fellow; Provides trainees with written program policies, procedures, standards, and curricula; Supervises ordering of appropriate supplies (such as pagers, lab coats, business cards, USB flash drives, etc.) for distribution to fellows upon arrival; Coordinates access to email, copiers, scanners, printers, and space;

Program Administration

Understands and applies ACGME policies and procedures to Division training programs; Prepares analytical and statistical reports for leadership; Conducts outcome assessments and composes interim and annual reports; Advises fellows regarding program and university policies, deadlines and other issues; Serves as Division liaison with the School of Medicine Registrar’s Office, Office of International Services, JHH Medical Staff Administration Office, and external offices of ACGME, and ERAS; Arranges annual program reviews. Takes minutes and provides completed report to GME Office; Drafts letters and correspondence.

Minimum Qualifications(Required)

High school diploma or GED.

Five (5) years progressively responsible administrative experience.

Additional education may substitute for required experience, to the extent permitted by the* 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. *

Special Knowledge, Skills, and Abilities

Complete mandatory on-going training necessary to schedule new and follow-up appointments as appropriate.

• Excellent interpersonal, verbal, organizational, and written communication skills.

• Ability to learn new software.
• Advanced computer skills including Word, PowerPoint, and Excel.
• Ability to relate well and work closely with all levels of staff.
• Ability to manage multiple projects simultaneously to meet deadlines.
• Maintains confidentiality.
• Has good understanding of third party reimbursement policies and protocols.
• Has good understanding of the registration and scheduling systems.

Classified Title: Program Coordinator
Working Title: Program Coordinator ​​​​​
Role/Level/Range: ATO 40/E/03/OF
Starting Hourly Pay Rate Range:$19.82 - $27.26/ Commensurate with Experience
Employee group: Full Time
Schedule:Monday - Friday, 8a - 5p / 40 hrs per week
Exempt Status: Non-Exempt
Location:04-MD:School of Medicine Campus
Department name: 10003202-SOM Sur Education Office
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 atjhurecruitment@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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