Medical Training Program Administrator

The Department of Pediatrics seeks aMedical Training Program Administratorwho will report directly to the Program Director and will be responsible for overseeing all aspects of the ACGME-accredited adolescent medicine fellowship-training program (FTP) under the guidance and supervision of the FTP Director and the PI of the T32 Training Grant. The incumbent is expected to complete all activities independently and able to identify and solve most problems with minimal guidance from others.

Specific Duties & Responsibilities:

• Managing physician fellow recruitment, including the design and development of marketing materials
• Managing physician fellow application process (including ERAS (Electronic Residency Application Service)
• Managing development of materials to rank applicants through the National Residency Matching Program, including active participation in planning meetings
• Managing physician and non-physician trainee training program evaluation
• Managing physician fellow on-going evaluations related to all training activities in accordance with established guidelines
• Monitoring New Innovations system used to document trainee and program evaluations and duty hours submissions
• Managing physician fellow annual, and semi-annual reviews in accordance with established guidelines
• Managing fellow evaluations of the training program and faculty in accordance with established guidelines
• Assist in completing T32 non-competitive renewals
• Maintain fellowship files in accordance with established guidelines
• Ensure that the required information is available for RRC reporting
• Compile reporting requirements for ABP
• Ensure compliance in reporting required by ACGME
• Work closely with Divisions RSA in preparation of tables and text for T32 competitive renewal
• Manage RRC Site Visit
• Synchronize T32 Program Officer Site Visits
• Organize orientation of fellows including research and HIPAA training
• Update orientation manual and manual of operations
• Manage fellows clinical and educational schedules (see LEAH description for details)
• Ensure communication with and coordinates evaluations from outside preceptors
• Ensure completion of duty logs
• Prepares compliance reports for the Institutional Compliance Office as required for Accreditation/Re-accreditation
• Verifies visa status for current trainees and new recruits; coordinates visa applications with International Office; completes departmental portion of visa application for J-l and H-1B visas.
• Maintain LEAH Trainee files in accordance with established guidelines
• Manages the collection of annual surveys and contact of all past AM trainees
• Maintains annual update of database of all past trainees
• Organize scheduling of AM seminars
• Communicates with speakers to collect readings, required documentation for CME office, and to obtain AV and other speaker requirements
• Communicates with trainees in advance of AM seminars to ensure adequate time for seminar preparation
• Maintains CME documentation for AM seminars and provides reports to CME office
• Organizes and documents proceedings of weekly AM Faculty meeting and bi-annual T32 Faculty meeting
• Organizes alumni programming for former faculty and fellows at annual SAHM conference

Adolescent Medicine Administrative Tasks (0.4 FTE)

This position is responsible for managing all aspects of the Adolescent Medicine Program. It is expected that the incumbent can complete most activities independently and can identify and solve most problems with minimal guidance from others.

• Performs general office management duties ensuring smooth coordination of work flow by providing direct support to Adolescent Medicine Faculty with FTD/Section Chief Approval.
• Manages special projects, events, and meetings.
• Effectively communicates in oral and written formats with individuals and groups displaying a wide variety of professional/educational levels and socioeconomic backgrounds
• Utilizes the University's SAP program to complete budgetary functions such as purchasing services and accounts review
• Utilizes SAP to purchase office supplies as well as research supplies for Adolescent Medicine Faculty
• Maintain and follow appropriate policies and procedures for procurement card
• Prepares manuscripts, grant proposals, statistical reports, tables and charts using knowledge of scientific, medical, literary, or technical terms
• Reviews correspondence prepared by departmental faculty proofreading for conformance of established formats and regulations, correct punctuation and grammar as well as ensuring that clarity of content is present
• Drafts all monthly schedules for adolescent clinic including preceptor and fellow coverage along with resident rotations
• Prepares and updates materials for Resident and Medical Student Orientations for Block Rotations (every 4 weeks)
• Organizes collection of materials from faculty for resident (and student) evaluations through New Innovations
• Manages Resident and Medical Student clinical schedules and organizes the calendar process for Block Rotations
• Coordinates resident and medical student placement at multiple sites and serves as conduit for feedback for rotation director
• Create content and update internal and external websites in collaboration with Marketing and Communications for the Adolescent Medicine Program

Minimum Qualifications (Mandatory):

• Bachelor’s degree.
• 4 years of related administrative experience.
• Additional experience may substitute for some education, to the extent of JHU equivalency formula.

Preferred Qualifications:

• Master’s degree preferred.
• Experience with Program Coordination/Management and accounting programs such as SAP preferred.

Special Knowledge, Skills & Abilities:

• Word processing, Web management, New Innovations, SAP.
• Excellent organizational, writing, and verbal communication skills.

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.

Classified Title: Medical Training Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $45,195 - $62,225 annually (commensurate with experience)
Employee group: Full Time
Schedule: Mon-Fri/8am-5pm
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: ​​​​​​​SOM Ped Adolescent Medicine
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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