Medical Training Program Administrator

The Nephrology Department is seeking aMedical Training Program Administrator who will administer and coordinate graduate medical education fellowship training programs in general and transplant nephrology as well as manages all credentialing and visa requirements for the department. This individual will collaborate with the Training Program Directors of the General Nephrology and Transplant Nephrology Fellowship Programs to ensure compliance with established accreditation regulations, administer the Programs in compliance with University policies and guidelines, evaluate performance, identify and respond to specific needs, and recommends and implements policies, activities and action plans. This role actively will participate in the recruitment process for fellows, arrange for hospital and university appointments, and is the Division liaison with the postdoctoral office and other agencies. The Medical Training Program Administrator will manage credentialing for all trainees and provides grant support/coordination for Program Director/fellows.

Specific Duties & Responsibilities:

Fellowship Coordinator:

• Maintain knowledge of current regulatory requirements relevant to fellowship training, including those of the Accreditation Council for Graduate Medical Education (ACGME), American Board of Internal Medicine (ABIM), JHU Office of Graduate Medical Education, and state licensure.
• Independently and continuously maintain required information for Program accreditation. This includes, but is not limited to, data required by ACGME, ABIM, AAMC, NRMP, NBME, ASN, FREIDA, and AMA.
• Assist the Program Directors with all aspects of new fellow orientation, including but not limited to creation and distribution of orientation schedules, coordinating required on-boarding activities within JHUSOM and JHH, and scheduling simulation training with the Sim Center. This also includes obtaining SCOPUS id and ORCID id and coordinating incoming fellow registration with ASN and NKF
• Revise, maintain, and distribute orientation manuals for incoming fellows
• Proactively assist with annual Program update, fellow survey, and faculty survey required by ACGME. Assist with completion of all required GME annual update submissions. Assist with annual internal Fellowship evaluation and Program review.
• Maintain New Innovations (or other systems as required by JHU GME) evaluation and duty hour management system. This includes monitoring and reinforcing duty hour logging by fellows, maintaining database of moonlighting activities and hours, maintaining and revising evaluation tools, accurately pairing evaluations to appropriate faculty and fellows, scheduling automated reminders, corresponding with New Innovations staff to improve functionality, and preparing performance reports on individual faculty, fellows, and the Program.
• Organize and oversee scheduling and implementation of annual fellow In-Training Examination
• Prepare, distribute, and maintain up-to-date faculty and fellows rotation schedules, clinic preceptor schedules, and conference schedules
• Organize and implement scheduling of fellows on outpatient dialysis rotations
• Oversee scheduling and credentialing of students, residents, and other fellows rotating on the General Nephrology and Transplant Nephrology services
• Administer, coordinate, and implement Division conferences, including overseeing the inclusion of non-Hopkins organizations, groups, and individuals. This would include core Fellowship didactic conferences, CME programs, and educational outreach programs initiated by the Division
• Coordinate international educational activities including, but not limited to, those arranged through Johns Hopkins International as well as the Office of CME
• Assist with oversight and implementation of Quality Improvement projects as needed
• Assist with collection, organization, and distribution of clinical practice data for each fellow
• Maintain fellowship files on all necessary activities including meetings with Program Director, program evaluation meetings, Clinical Competency Committee meetings, performance evaluations, dates of training, meeting/seminar attendance, duty hours, grant submissions, procedure summaries, etc. All personnel files are to be maintained indefinitely. Complete verification of training requests for Program Director signature and correspond with outside institutions on requested information for present and past fellows.
• Reserve rooms, order food as needed for fellows’ conferences, and schedule meetings between fellows and faculty regarding the fellowship program.
• Liaison with the Office of Continuing Medical Education (CME) regarding Divisional CME activities.
• Process vendor payments and invoices, purchase orders, shopping carts, and reimbursements related to the Program.

Credentialing:

• Request and acquire all necessary credentialing information for incoming fellows, including but not limited to records from other institutions, state agencies, and international sources.
• Forward credentialing requests to Johns Hopkins Credentials Verification office.
• Download and retain all completed credentialing files.
• Request completion of Unlicensed Medical Practitioner (UMP’S) forms and requests for Criminal Background Check. Complete stipend and transmittal forms.
• Process, track, and maintain all visa related applications, authorizations, and renewals. Ensure all fellows are properly credentialed prior to the start of fellowship unless prevented from doing so by government or institutional delays
• orward all credentialing materials to Johns Hopkins University Postdoc office and Johns Hopkins Hospital Credentials office.
• Schedule incoming fellows for all housestaff training classes.

Training Grant Support :

• Assist with administration of relevant training grants, including, but not limited to, T32 and Biomedical Engineering grants
• Prepare Statement of Appointment forms for each year’s participants as well as Payback Agreement forms for new trainees;
• Prepare Termination Notices for fellows no longer supported by the training grant;
• Maintain current and former trainee demographic data, contact information, and scholarly productivity (e.g., published work, grant funding). Prepare reports as needed with appropriate statistical analysis.
• 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 other schools within Johns Hopkins University, other medical departments and divisions within the School of Medicine, and external funding agencies.
• Assist with the submission of education-related grant applications that support the fellowship program.
• Organize and implement scheduling of students rotating through Nephrology clinics, services, etc.

Recruitment:

• Provide fellowship recruitment support to Program Director
• Collect and maintain all application information for yearly fellowship applicants.
• Correspond with all applicants, coordinate and schedule applicant interview days, distribute necessary information to applicants and interviewers, and collect all interviewer data sheets
• Prepare interview day folders for applicants. Order food for interview days and reserve restaurant space for pre-interview dinners.
• Maintain database of all applicants and generate statistical reports as needed by Program Director
• Assist with transplant fellowship recruitment
• Curate content on Division website and update when needed 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.

Minimum Qualifications (Mandatory):

College Degree required and advanced education helpful. Requires a minimum of 4 years related administrative experience. Additional education may substitute for some experience, and some additional experience may substitute for some education. Thorough knowledge of office and administrative procedures and ability to organize and prioritize

Preferred Qualifications:

Bachelor's Degree preferred.

Special Knowledge, Skills & Abilities:

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. Expertise with MS Word, MS Excel, and MS Powerpoint required. Knowledge of MS Access or relevant SQL database strongly preferred. Ability to handle multiple tasks in a fast paced environment.

Physical Requirements:

• 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.

Classified Title: Medical Training Program Administrator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: $45,650 - $62,850 annually (commensurate with experience)
Employee group: Full Time
Schedule: M-F; 8:30am - 5:00pm
Exempt Status: Exempt
Location: ​​​​​​​School of Medicine Campus
Department name: ​​​​​​​SOM DOM Nephrology
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.

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 or because the individual is pregnant or attempting to become pregnant. 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 which campus you will work. 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.

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