Medical Training & Scheduing Coordinator

The departments of Otolaryngology and Oral Maxillofacial Dental Surgery is seeking a Medical Training & Scheduling Coordinator who provides high-level administrative support to the Medical Training Program Manager as well as the residency, post-doctoral and ASTP/Clinical fellowship programs. The coordinator, under the direction and supervision of the Medical Training Program Manager is responsible for assisting in the administration of the residency, post doc fellows and ASTP/clinical fellowship programs. The Medical Training and Scheduling Coordinator will use in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. The coordinator additionally will interact with faculty, residents, fellows, medical students and institutional/regulatory administrative offices as directed by the Program Manager. This position will also work with the Residency Program Director to support other administrative efforts and special projects as needed.

Specific Duties & Responsibilities

Residency Programs Support

• Develops expertise and knowledge of regulations and standards as defined by regulatory organizations (ACGME program policies, as well as compliance with Residency Review Commission and the Johns Hopkins Institutional guidelines).
• Assist with the dissemination of Annual ACGME resident and faculty surveys.
• Assists with updating and implementing ACGME, institutional and program policies as needed.
• Assist in ensuring training programs remain in compliance with said policies and standards.
• Assist with designing and developing processes to assure compliance, including design, development and implementation of reliable measurement tools, and documentation systems to provide evidence of compliance.
• Assist with monitoring compliance for certain JHU and JHH training courses.
• Assist with the preparation and maintains/monitors confidential resident files. Request and monitor receipt of preceptors’ rotation evaluations.

• Updates New Innovations with conference schedules and send out invites in outlook calendar.
•  Managing entries of new residents, fellows, faculty and staff.
•  Entering yearly resident/fellow rotations.
•  Creating and scheduling resident, fellow and program evaluations.
•  Enter Yearly Curriculum.
•  Create and schedule semi-annual review along with resident/fellow portfolio.
•  Enter resident/fellow milestones.

• Assist in Updating ACGME Accreditation Database each academic year.
• Assist with managing distributions of surveys.
• Enters resident/fellow milestones.
• Assist with adding new staff to new innovation.

• Assist with updating GME Track.
• Schedule and manage program meetings and weekly conferences such as Resident/Fellow Semi-annual reviews, mentor meetings, and exit meetings.
• Schedules program meetings and events including CCC (Clinical Competency Committee), and PEC ((Program Evaluation Committee).
• Schedules lecture halls/conference rooms, AV equipment and services for weekly residency conference, Grand Rounds and other special meetings/lectures.
• Assist with managing conference attendance, and weekly conference surveys.

Recruitment of Residents and Post Doc Fellows

• Assist with the applicant selection and interview process; Including with planning and arranging of interview day, social activities, takes notes and sends correspondence on behalf of the program.
• Prepares and sends applicant pre and post interview information.
• Managing evaluation scores of interviewed applicants and prepares data for rank meeting.
• Works with ERAS during residency interview season.
• Assist with ALL Visa processing as required.
• Distributes applicant electronic files to faculty interviewers.
• Maintains current knowledge of institutional policies/procedures regarding medical staff and resident applicants.
• Assist with sharing information for applicants, and advises Medical Training Program Administrator and Program Director in matters relating to special applicant issues.
• Ensures that all logistics related to interview process reflect well on institution.
• Active participant at Selection Committee meetings. Takes minutes and compiles data. Assists with developing preliminary rank lists based on faculty scores.

Onboarding and Credentialing of Residents and Post Doc Fellows

• Assists with the appointment process of all residents in Otolaryngology and Dental consisting of initiation of appointment, reappointments and terminations.
• Assists with the hiring process with all matched applicants, including residency contracts, background checks and all necessary paperwork required by the hospital and university.
• Assists with drafting correspondence and revising forms and departmental procedures necessary for appointment and reappointment.
• Assist with ALL Visa processing as required.
• Assists with the creation of contracts and/or offer letters for residents and fellows. The contracts and/or offer letters are individually tailored to each trainee with salary level and vacation time.
• Assists with processing all appointments to completion, ensuring that all residents are properly credentialed and coordinates the annual Medical Staff reappointment activities.
• Assist the department in communicating with the International Office regarding any trainees requiring visa approval and/or any visa issues.
• Assist in the creation of confidential peer review files for all active residents and maintains confidentiality in all transactions.
• Assists with status change forms for personnel as appropriate.
• Assist with the Arranging of resident certification courses, including ACLS, ATLS and PALS.
• Assist with developing orientation schedule for trainees, which includes developing/updating/coordinating/presenting administrative overview. Schedules speakers for clinical and academic-related overview.
• Timely turn-over of files for credentialing, procure lockers, pagers, lab coats, swipe access to Oto, dome passes, EPIC, New Innovations etc.
• Orders and sets up meals for in-person orientation days for residents and faculty.

Clinical Competency Committee (CCC)

• Assists the Medical Training Program Administrator with data collection and dissemination of materials for the CCC meetings.
• Assist with providing ongoing assistance to faculty on the committee in preparation of the reviews.
• Assists the Medical Training Program Administrator and the CCC chair during meetings.
• Assist with the Implementation and Maintaining Milestones in preparation for Biannual resident reviews.
• Assist with the Collections & distribution of Qualtrics data reports to the residents, the Residency Leadership Team and to the CCC.
• Assist with maintaining and distributing the resident database and documentation needed for the resident reviews every six months to residency leadership.
• Assist and maintaining and exports of New Innovations end of rotation milestone evaluation data (for both Otolaryngology rotations and off-service rotations).
• Sets up new nurses and faculty into the New Innovations system as needed.

Departmental Support

• Provides administrative support to the Program Director (PD), Associate and Assistant Program Directors (APDs), Chief Residents and Medical Training Program Manager.
• Assist in ordering office supplies, residency supplies and equipment through SAP.
• Provides general office support such as phone coverage, conference room scheduling, catering orders, AV coordination, purchasing, records control, problem solving and other administrative activities for a department/division.
• Maintains complex schedules for program staff.

Financial & Payroll Support

• Processes invoices and travel reimbursement for all residents, the PD, APDs, and Medical Training Program Administrator through Concur.
• Tracks and monitors resident didactics and lab courses.
• Ensures that expenses remain within the funds allocated.
• Support in the processing of house-staff budget, annual payroll spreadsheet for residents, including new hires, stipend increases, stipend distribution changes and terminations.
• Assists the Medical Training Program Manager with developing and managing department residency budgets for operating expenses.

Faculty and Fellow CME Record Keeping

• Complete training to become CME Record Keeper for Otolaryngology conference activities to allow faculty and fellows to be able to obtain CME credit when attending any of these activities.
• Assist with Facilitating the process of renewing CME applications annually.
• Uploads information/maintains compliance within Hopkins CME cloud site.
• Enters in speaker information.
• Assist in Ensuring all speakers have current profiles and disclosures within the cloud.
• Disseminates CME code sheets weekly to provide attendees with information to record their conference attendance.
• Gathers copies of all presentations from residents/faculty/outside speakers and uploading them into the cloud.
• Ensures any changes made to the residency conference schedule is communicated to the CME office.

• High School Diploma or graduation equivalent preferred.
• Three years of office administration experience, preferably in a healthcare and/or education setting.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

• Two years of college preferred.
• Knowledge of New Innovations, ACGME ADS Database/case log Data preferred.

• Knowledge of SAP preferred.

Classified Title: Medical Training Coordinator 
Job Posting Title (Working Title): Medical Training & Scheduing Coordinator   
Role/Level/Range: ATO 40/E/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY ($26.00/hour targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F, 8:00 am - 5:00 pm 
FLSA Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus  
Department name: SOM Oto General Administration   
Personnel area: School of Medicine