The Medical Training Program Administrator will provide administrative support to the Assistant Chiefs of Service (ACS) and housestaff members in addition to the implementation of the activities involved with housestaff functions including intern selection, recruitment, and orientation. Will work in collaboration with the Residency Program Director and Medical Training Program Manager to ensure program compliance within established accreditation regulations and administers the programs in compliance with University policies and guidelines. This position will also function as a liaison between the Associate Program Directors, Firm Faculty Leaders, and the housestaff to coordinate communication to facilitate data collection. This position will have involvement with Department of Medicine (DOM) Credentialing, School of Medicine (SOM) Registrar's Office, and Medical Staff Office to complete the credentialing and reappointment of the housestaff.
Specific duties & responsibilities:
Collaborates with the Medical Training Program Manager, Residency Program Director, Associate Program Director, and faculty leaders with administrative aspects of the training program.
To organize and coordinate Internship selection at each stage. This includes recruitment (November through January) and orientation (June through July) each year. This process includes the use of an interview/scheduler system to facilitate a well-coordinated interview process for both applicants and faculty. Organize pre-interview dinners and interview days in conjunction with residents to enhance the applicant's interview experience. Use ERAS database to coordinate review process of application in conjunction with the Residency Selection Committee. Compile faculty ratings from interviews and prepare preliminary rank list; Participate in the Faculty Meeting to rank the applicants.
Lead Administrator for New Innovations, and provides technical support for users. Distributes and tracks return of evaluation forms. Compiles information and ensures director see both positive and negative comments. Enters housestaff and attending schedules, into New Innovations in a timely fashion to facilitate the completion of evaluations, addresses suspended and outdated evaluations, and assists users of the system with access and log on information. Updates New Innovations as residents' graduate and new interns begin training to ensure accuracy.
Use Johns Hopkins SAP system to process reimbursements and invoices for the Osler Medical Training Program, Residency Program Director, ACS (Assistant Chiefs of Service), Associate Program Directors, and Firm Faculty Leaders. Coordinate purchase orders for vendor payment. Input supply orders to include housestaff wellness orders. In addition, processes all educational reimbursements for the housestaff while tracking all expenses (including housestaff travel) and reimbursements.
Coordinate residency social events including the interview day activities consisting of breakfasts, lunches, and receptions.
Co-proctor ACP exam.
Provides back-up coverage to the Sr. Administrative Coordinator during absences or busy periods. This includes providing administrative support to both the Residency Program Director and Medical Training Program Manager.
Works with the Medical Training Program Manager and director to develop the orientation curriculum of the new Interns. Responsible for the scheduling of the proper training classes for new residents including EPIC, Procedure, and on-line Clinical training modules. These classes are necessary to start residency training.
Responsible for credentialing for housestaff, including visa preparation, clinical credentialing and status certifications.
Works with DOM Credentialing, SOM Registrar's Office, and the Medical Staff Office in the reappointment of existing housestaff. Facilitates timely completion of fellowship reappointments by working with fellowship coordinators along with approving fellowship paperwork for rotators, observers, and trainees.
Aid in the faculty appointment/resignation process for incoming and outgoing ACS.
Maintains accurate and up-to-date files on all current residents and updates historical housestaff files as needed to comply with ACGME standards.
Completes all residency program graduates verification forms.
Ensures PING and email group lists are up to date.
Schedules rooms, A/V equipment, housestaff mail, facility coordination, and orders food for educational events and meetings.
Inputs and maintains the residency program block and call schedules through the AMION scheduling program. Manages clinic call schedule through the ASCOM scheduling system.
Performs duties for the medical student activities during absences or busy periods, as needed. Support includes but not limited to the proctoring of exams and setup for Noon Conference lectures.
Works with clerkship coordinator to prepare clerkship materials for orientation; assist with preparation of other clinical course materials as needed.
Works with education coordinator in the grading process and prepare final grades for submission from the faculty; including thorough knowledge of New Innovations online evaluation systems ensure final grades are reported to the Registrar's office within Educational Policy and Curriculum Committee (EPCC) guidelines.
Coordinates with the education coordinator in administering and proctoring National Board of Medical Examiners (NBME) shelf examinations or other required examinations.
Understands institutional and departmental policies and procedures.
Works with the Medical Training Program Manager (Administrator) with intradepartmental and interdepartmental problem solving for clinical sites (JHH, JHOC, and EBMC).
Minimum qualifications (mandatory):
Bachelor's degree required. Requires minimum of four years of related administrative experience. Additional experience may substitute for some education, to the extent of JHU equivalency formula.
Preferred qualifications: N/A
Special knowledge, skills, and abilities:
The appropriate candidate for this position will perform duties of a sensitive and confidential nature. A caring and empathetic attitude is necessary. This position requires a lot of independent thinking and creative problem solving. Strong communication, organizational, and computer skills required. The appropriate candidate must demonstrate the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines. The candidate must the have ability to build professional relationships with faculty, fellows, and staff within the division, department, and university.
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.
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