Medical Training Program Manager

The Department of Psychiatry and Behavioral Sciences Office of Education is seeking a Medical Training Program Manager who will manage the operational activities of general psychiatry residencies, visiting resident rotations, basic and advanced student clerkships, and faculty development. Oversight of the residency program, medical student educational activities, and collaborative educational programming between educational programs. The manager will also be responsible to create and manage ‘shared services’ that were possible between the different education programs, and serve as a resource for fellowship program coordinators. He/she will work as part of the management team to ensure seamless communication and implementation of the educational programs. This position will interact with medical students, residents, resident alumni, faculty, staff, central administrative staff in the Graduate and Undergraduate Medical Education offices, and administrative counterparts in other institutions, in carrying out program activities consistent with program goals. The Manager must be able to exercise sound judgment and creativity in carrying out program activities and bring skillful, fiscally responsible management to the department’s pursuit of its educational mission. The Manager must be able to prospectively plan and manage the workflow of all activities in the office.

Specific Duties & Responsibilities

Residency Training Program

• Manage the residency administrative team.
• Direct supervision of the education office’s administrative coordinator.

Residency Operations

• Oversee the residency administrative team to ensure all operations are effective and efficient. Management of workflow through the academic year, anticipating increases in activity that are predictable and rearranging resources as needed in response to unexpected activities.
• Advises house staff regarding program and university policies, deadlines, or other issues in collaboration with the Program Director and Associate Program Director.
• Ensures didactic schedules for house staff are organized and communicated clearly.

Residency Recruitment

• Oversee and manage the residency program administrative team during recruitment.
• Ensure compliance with essential deadlines is met.
• Assist the Director, with developing strategies to meet relevant recruitment goals for the residency program.
• Assist the Director to analyze operations, efficiency, and outcomes of the recruitment process.
• In conjunction with the program administrators, create and maintain individual portfolios for all trainees to include credentialing documentation, evaluations, compliance reports, and other related materials. Manages databases for applicants and trainees.

Accreditation

• Develops expertise and knowledge of regulations and standards of the Accreditation Council for Graduate Medical Education (ACGME), and National Residency Match Program (NRMP).
• Collaborates with the Director and residency program administrative team to ensure the training program remains in compliance.
• Prepare and/or oversee the preparation of extensive files/statistics for accreditation purposes of periodic review by regulatory organizations.

GMEC

• Maintain and oversee all administrative requirements with the JHUSOM Graduate Medical Education Committee.
• Management of credentialing, contracting, and human resources for all residency trainees.

Financial

• Identify opportunities for shared costs between all training programs (e.g. social events).
• Oversee the travel and supplies reimbursements for education faculty members for all program-related expenses.

Facilities/Electronics

• Ensure all medical student and residency-related facilities meet relevant standards; such as, work, conference, and call rooms.
• Maintenance of all electronic audio-visual equipment in training program rooms, including computers and projectors.
• Ensure electronic resources for the program are operating effectively (e.g. OneNote).
• Oversees all electronic house staff contracts (computers, Zoom rooms).
• Ensures audio/visual needs are met for conferences, grand rounds, etc.

Orientation

• Oversee the administrative team in organizing intern and PGY2 orientation.
• Evaluations: Oversee the administrative team in evaluation processes including having a working knowledge of the relevant platforms (e.g. New Innovations).

Alumni Network

• Responsible for maintaining a current and active alumni database and including management of website resources and relevant databases.

Medical Student Training Program

Accreditation

• Develops expertise and knowledge of regulations and standards of the Liaison Committee on Medical Education (LCME).
• Collaborates with the Clerkship Director and education administrative team to ensure the clerkship programs remain in compliance.
• Prepare and/or oversee the preparation of extensive files/statistics for accreditation purposes of periodic review by regulatory organizations.

Operations

• Oversight of all duties of the Basic and Advanced Medical Clerkships.
• Interfaces regularly with the Directors of the Basic and Advanced Medical Clerkships in order to facilitate seamless operations of medical student courses.
• Oversee weekly medical student meetings, including the setting of an agenda.
• Liaison between the office of the registrar, faculty of the department, and medical students to troubleshoot logistical concerns.
• Basic and Advanced Clerkships, to ensure tasks are completed.
• Ensure students in an ongoing clerkship block, will ensure that clerkship didactics are arranged and organized, communications from current students are appropriately triaged, and that final examination for clerkship blocks are scheduled and organized.
• Ensure students have finished a clerkship block, this includes ensuring that all evaluations are collected and complete and ensuring timely submission of grades.
• Ensure students are in an upcoming clerkship block, this includes arranging clerkship sites and schedules, and organization of the clerkship orientation day.

Financial

• Develop and manage clerkship support budget.

Additional Educational Roles

Website

• Facilitate website updates to educational content (with a web administrator).

Annual Education Retreat & Periodic Strategic Planning

• Oversee the planning and organization of education retreats.
• Oversee the administration of long-term strategic planning processes for the Office of Education.

Professional Development

• Participate in institutional, departmental, community, or national meetings in medical education.
• Attend the ongoing professional development programs and will remain informed about current academic trends.

International electives and residents

• Oversee rotations for our residents internationally and for international residents to visit us through collaboration with Johns Hopkins International.
• Interface with the SOM Office of International Services to manage visa requirements for trainees.

Special Knowledge, Skills, & Abilities

• Must demonstrate strong critical thinking skills and ability to exercise independent administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service.
  
• Must demonstrate the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  
• Must have the ability to build professional relationships with faculty, residents, fellows, and staff within the division, department, and university and between our institution and outside institutions.
  
• Very strong organizational skills, attention to detail, and self-motivation.
  
• Excellent written and verbal communication skills.
  
• MS Office, SAP (including supply orders, online payment requests, and travel reimbursements), ACGME WebADS, ABPN PreCert, Qualtrics, Blackboard, New Innovations
  
• Database proficiency (MS Access and/or FileMaker Pro) preferred
  

Physical requirements

• Able to stand, walk or sit in a normal seated position for extended periods.
  
• Able to reach by extending hand(s) or arm(s) in any direction.
  
• Finger dexterity required, able to manipulate objects with fingers rather than the entire hand(s) or arm(s), e.g., use of a computer keyboard.
  
• Communication skills using the spoken word.
  
• Ability to see within normal parameters.
  
• Ability to hear within normal range.
  
• Ability to lift 15 pounds.

Minimum Qualifications

• Bachelor’s Degree or related relevant experience.
• Requires a minimum of four years of related administrative experience.
• Additional experience may substitute, to the extent of the JHU equivalency formula.

Preferred Qualifications

• Master’s Degree preferred.
• Experience in an academic or medical institution preferred.

Classified Title: Medical Training Program Manager
Role/Level/Range: ACRP/04/ME
Starting Salary Range: $62,780-$86,390 Annually (Commensurate with experience)
Employee group: Full Time
Schedule: M -F 8:30a - 5:00p
Exempt Status: Exempt
Location: ​​​​​​​Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM Psy General Psychiatry
Personnel area: School of Medicine

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.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

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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Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

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.

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

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.

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.

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

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm