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Job Req ID:  54456

Medical Training & Scheduling Coordinator


General Description:

The Clinic Operations and Scheduling Administrative Coordinator provides high-level administrative support and must be able to work independently to schedule the timing of resident primary care clinics and coordinate electives for the internal medicine housestaff.  Uses in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. Will work additionally on overseeing resident moonlighting. This position will also work with the Residency Program Director and Residency Program Manager to support other administrative efforts and special projects as needed.   


This position is not eligible for visa sponsorship.


Essential job functions:

  1. Subspecialty rotations/electives:
    1. Coordinate with all subspecialty divisions to assess capacity for resident involvement.  
    2. Coordinate with subspecialty divisions to schedule resident rotations 
    3. Actively monitor and adjust rotations for faculty time away or meetings  
  2. Continuity Clinic Scheduling: Assign resident continuity clinic sessions for all housestaff at JHOC and EBMC sites.  Needs sophisticated knowledge of Excel or other organizational platform to:      
    1. Map specific half-days of clinic according to their individual elective assignment  
    2. Assign clinic-support residents at each site 
    3. Assign administrative time for each resident 
    4. Maintain a running count of the number of clinic-support assignments, elective, continuity clinic, administrative time per 2-week block and per year to ensure balance between residents. 
    5. Adjust for post-call, jeopardy and urban health resident requirements 
    6. Adjust schedule as needed based on inpatient changes or other personnel shifts.
    7. Assign on-call after-hours resident schedule, balancing between residents  
  3.  Ambulatory Teaching Coordinating:  
    1.  Assign teaching half days, balancing between residents 
    2.  Monitor PEAC usage and send reminders 
    3.  Assign Presence 5 groups and coordinate scheduling 
    4. Coordinate clinical coaches joining clinic 
  4. Outpatient Safety: Monitor Epic inbaskets and note completion. Alert leadership about non-adherence to standards. 
  5. Moonlighting: Administrative management of moonlighting schedules and coordination of reimbursements. 
  6. Provide high-level administrative support to Director of the Osler Medical Residency Program and Associate Vice Chair for Education.  Manage projects as assigned by the Residency Program team.


High school diploma/GED required. Bachelor’s degree preferred.  Requires a minimum of three years of administrative experience, preferably in an academic setting. Additional education may substitute for some experience, to the extent permitted by the JHU equivalency formula. 


Knowledge, Skills, and Abilities:
The appropriate candidate for this position will perform duties of a sensitive and confidential nature.  A caring, welcoming, and empathetic attitude is a must.  This position requires a lot of independent thinking and creative problem solving.  Strong communication, organizational, and computer skills required.  The appropriate candidate must be detail-oriented and 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, residents, and staff within the division, department, and university.


This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Classified Title: Medical Training Coordinator 
Working Title: Medical Training & Scheduling Coordinator 
Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $17.42 - $23.95 annually
Employee group: Full Time 
Schedule: M-F 8:30-5:00 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10002802-SOM DOM Education and Housestaff 
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 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.


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School of Medicine - East Baltimore Campus