General summary/purpose: This position oversees all aspects of day-to-day administration of the graduate medical education fellowship training program, resident and medical student rotations, as well as manages all trainee credentialing requirements for the Division of Geriatric Medicine and Gerontology. Collaborates with the Fellowship Program Director to ensure program compliance within established accreditation regulations and administers the programs in compliance with university policies and guidelines. Evaluates program performance; identifies and responds to specific program needs, recommending and implementing policies, activities and action plans; actively participates in the recruitment process for fellows in the programs; arranges for hospital and university appointments and is the division liaison with postdoctoral office, Medical Staff Office and other agencies; manages all credentialing for research and clinical trainees. Provides grant support/coordination for Program Director and Fellows as well as principal investigators of other education training grants (e.g. T35, T32). Coordinates resident and medical student rotations, serves as liaison between rotators and division as well as with the School of Medicine and residency programs. Identifies and responds to needs of resident and medical student rotations, supports compliance with LCME and ACGME regulations.
Note: This position is not eligible for Visa sponsorship.
Specific duties & responsibilities: Fellowship Coordination:45%
Work closely with program director to establish program course schedules, planning, coordination, knowledge and understanding of the academic program. Create and manage yearly block rotation schedules and longitudinal experiences for first-year fellows. Coordinate the evaluation process for fellows and faculty, as it pertains to fellowship. Coordinate elective schedules with other divisions and departments within Johns Hopkins Medical Institutions.
Create and provide comprehensive orientation manuals for new incoming postdoctoral clinical fellows as dictated by the American Accreditation Council for Graduate Medical Education (ACGME). Assist Fellowship Director and Education Director with orientation of new incoming clinical postdoctoral fellows and other assigned trainees (residents and students).
Develop expertise and knowledge of regulations and standards relevant to fellowship training, such as risk management, duty hour restrictions, including those of the ACGME, ABIM, and state licensure, as well as compliance with Residency/Fellowship Review Commission and the Johns Hopkins Institutional guidelines. Together with the Fellowship Director, ensures that training programs remain in compliance with said standards.
Ensure compliance with international research fellows credentialing and visas by compiling offer letters, original source degree verification, funding documentation, internal appointment forms.
Serve as primary liaison between fellows to institutional and outside departments for the purposes of assisting with housing, career development, licensing exception, etc.
Prepare and maintain updated required information and statistics for accreditation purposes of periodic review by regulatory agencies, including American Board of Internal Medicine (ABIM) and Accreditation Council for Graduate Medical Education (ACGME).
Maintain comprehensive files for all fellows with the necessary activities including meetings with Fellowship Director, monthly reviews and evaluations, meeting/seminar attendance, duty hours, grant submissions, procedure summaries, etc. Maintain all past fellows’ files for a period of 7 years. Correspond with outside institutions on requested information for present and past fellows. Complete verification of training forms for Program Director confirmation and signature.
Manage regulatory compliance within ACGME, including: assisting with generation of initial study submissions and overseeing approval process; adding new study sites; maintaining regulatory records for all learners; preparing and submitting annual continuing reviews, amendments, adverse event reports, etc.
Coordinate monthly fellows’ and faculty reviews for ACGME records; maintain all evaluation and duty hour management systems. This includes checking and reinforcing duty hour logging by fellows, maintaining database of moonlighting activities and hours, scheduling automated reminders, corresponding with New Innovations staff to improve functionality, and preparing performance reports on individual faculty, fellows, and the program.
Coordinate multiple meeting series (Clinical Competency Committee and Program Evaluation Committee – both semiannually; semi-annual reviews with each fellow and program director annual individual Mentorship Meetings; annual individual Research Development Meeting) regarding the fellowship program to facilitate mentorship and meet requirements of ACGME.
Maintain accurate fellowship and training program information on FREIDA/AMA, ABIM, ACGME web sites.
Provide timely processing of vendor payments and invoices; purchase orders, shopping carts, and reimbursements related to the program.
Maintain knowledge of ACGME protocols and reporting requirements for all learners, and follow federal, state and institutional laws and guidelines to access and maintain confidential records related to research participant health information. Ensure compliance with institutional policies and good clinical practices. Serve as an internal and external resource in a team environment and mentor junior staff members.
Maintain, format, and distribute academic schedules for geriatric fellows.
Develop and manage fellowship budgets for operating expenses. Ensure that expenses remain within the funds allocated.
Review returned evaluations of the fellowship program, and make recommendations for ways to improve program from feedback.
Fellowship and postdoctoral trainee Credentialing: 5%
Facilitate credentialing for all new incoming clinical postdoctoral fellows including coordination of documentation from United States and International Medical Universities and Institutions, as well as medical licensing information to verify stated training.
Compile and transmit credentialing requests to Johns Hopkins University Postdoc office, Johns Hopkins Hospital Credentials office, Johns Hopkins Bayview Credentials office, and our partner institutions (VA and Moorings Park)
Coordinate appointments and required documentation for postdoctoral research trainees.
Complete stipend and transmittal forms at initial appointment; Manage reappointment requirements and approvals via reappointment database.
Register incoming post-docs and fellows and ensure compliance for all applicable employment-related synchronous and asynchronous training modules such as Epic, HIPAA, blood borne pathogens, etc., and all necessary onboarding tasks (occupational health, billing compliance, MD ERDS, etc.)
Works closely with the principal investigators of the education awards to organize and develop the annual progress report and its components. In addition, this individual will work closely with the principal investigators for grant renewal efforts, including organizing documentation and performance by prior post-doctoral fellows, and drafting required tables.
Serve as primary contact for Participating Faculty to aid in compliance NIH instructions for table requirements.
Prepare Statement of Appointment forms for each year’s participants as well as Payback Agreement forms for new trainees for T32 and T35; Prepare Termination Notices through NIH eRA Common site for students and fellows no longer supported by the T32 and T35 training grant.
Maintain database housing current data such as publications (PubMed search), subsequent grant awards, and current employment for graduate trainees’ career impact post program.
Prepare and compile information such as: previously supported fellows, program outcomes, participating faculty financial support across departments/funding sources, faculty mentoring histories, and multi-departmental applicant characteristics (degree type, publication count, previous institution locations) for T32 and T35 renewal application.
Coordinated monthly meetings for PIs, Program Director, GCA, and support staff to ensure open communication and cohesion between work-groups.
Assist with the submission of medical education-related grant applications that support the fellowship program.
Fellowship Recruitment: 20%
Develop and direct applicant selection and interview process. Provide fellowship recruitment support to Program Director for Postdoctoral Clinical Fellowship by prescreening approximately 120 applicants.
In coordination with program leadership, develop marketing materials and manage website content for marketing and informational purposes.
Collect and collate all incoming application information for yearly fellowship applicants with approximately 120 submissions per year. This consists of downloading applications, reviewing all applications for content and submitted information, and maintaining database for Electronic Residency Application System (ERAS) of the Association of American Medical Colleges (AAMC). It also includes supporting faculty review of applications and collating and presenting review scores.
Act as information clearinghouse for applicants. Coordinate interview appointments; create and distribute application packets and schedule to faculty prior to interview days; prepare interview day folders for applicants; Collect and collate all faculty interview information on applicants.
Provide assistance regarding travel and accommodation arrangements for prospective fellowship applicants and maintains their itineraries when interviewing. Ensure that all logistics related to interview process reflect well on institution.
Assist Program Director with fellowship Match information and maintain Match database.
Other Divisional Learners 20%
Support the JH Bayview Residents, JH Osler residents (including urban health track), JHU elective medical students, visiting residents and observers with the following:
Identify eligibility and assists learners in following the correct procedures for application and credentialing
Track learner requests to be sure the Division has an appropriate number of learners per month
Ensure completion of all required credentialing or rotating paperwork
Create schedule for rotation for each rotating resident or student
Act as primary resource should other questions arise
Manage evaluation process for residents and students
Along with Division faculty, create and maintain a process for handling all educational inquires to the Division; such as research and/or clinical rotation requests, visiting medical student requests, and observerships.
Maintain, format, and distribute in a timely way the academic schedules for the following: residents and students from John Hopkins Institutions as well as approved visiting trainees.
Submit program letter of agreements, monthly duty hour reports, and elective rotation forms for visiting residents to The Johns Hopkins Office of Graduate Medical Education to maintain elective rotation and training program requirements.
Maintain, format, and distribute didactic schedules for geriatric fellows and facilitate the smooth implementation of the presentations (room availability, slides/Powerpoint, Zoom).
Other Job Functions
Facilitate regular communication to provide oversight and guidance in protocol implementation and adherence, recruitment methods, and to review study progress.
Attend and contribute to monthly education team meetings.
Other duties as assigned.
Minimum qualifications (mandatory):
Bachelor's degree, and a minimum of four years related administrative experience.
Strong organizational skills, high attention to detail, ability to work independently, and strong interpersonal skills are a must.
Must be experienced in handling multiple tasks at once, and working well as a member of a team.
A working knowledge of computers, including proficiency in Zoom, Microsoft Office, especially Excel and Word, Microsoft Teams and One drive.
Advanced degree helpful, and may substitute for some experience, to the extent permitted by the JHU equivalency formula.
Any specific physical requirements for the job:
Sitting in normal seated position for extended periods of time.
Ability to use a keyboard and move about.
Ability to see and hear within normal parameters.
On campus presence required at times, even during COVID. Ability to work from home is also required
Classified Title: Medical Training Program Administrator Working Title: Medical Training Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $45,195-$62,225 annually Employee group: Full Time Schedule: M-F 8:30AM-5PM Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002790-SOM DOM Bay Geriatric Medicine Personnel area: School of Medicine
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