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Requisition ID:  117998

Medical Training Program Administrator

The Department of Medicine is seeking a Medical Training Program Administrator who will administer and coordinate a graduate medical education fellowship-training program as well as manage all credentialing and medical staff requirements for the division. This position collaborates with the Training Program Director to ensure program compliance within established accreditation regulations and administers the programs in compliance with university policies and guidelines. The Medical Training Program Administrator will evaluate program performance, identify and respond to specific program needs, recommend and implement policies, activities, and action plans. This individual will actively participate in the recruitment process for fellows in the programs; arrange for hospital and university appointments and serve as the division liaison with the postdoctoral office and other agencies. They will also manage all credentialing for research and clinical trainees.


Specific Duties & Responsibilities


Program Administration

  • Coordinates and administers training programs for postdoctoral fellows in Infectious Diseases.
  • Training program liaisons with ECFMG for credentialing of foreign medical graduates.
  • Arranges for visiting resident elective rotations. Draft recommendations letters for the program director.
  • Develop and implement an orientation program for new fellows.
  • Advises fellows regarding program and university policies, deadlines, or other issues.
  • Participates in fellowship recruitment process; writing, editing, and revising recruitment materials; provides website; implements and will administer new ERAS for fellowship application program and corresponds with prospective applicants.
  • Coordinate fellowship applications and disseminates to faculty. Coordinates faculty interviews, evaluation system and entry into director database for ranking of candidates.


Credentialing/Appointments

  • Completes annual appointment sheets for the office of Postdoctoral Programs.
  • Credentials incoming faculty and fellows for medical staff privileges and university appointments. Credentials NIH Fellows appointed for clinical rotations for medical staff privileges and university appointments.
  • Coordinates NIH Fellows orientation, including classes, meetings with faculty, parking, and insurance. Arranges systems-based training (EPIC) for fellows, clinical rotators, residents, and medical students. Credentials incoming rotators and acts as a liaison between the Medical Staff office and the sponsoring University.


Curriculum Development

  • Reviews and updates curriculum annually to comply with ACGME requirements.
  • Represent JHU nationally by attending the yearly ACGME conference and presenting updates to Training Program Directors.


Regulatory/Compliance

  • Processes license applications and other training verification forms for current and past fellows. Provides information to Fellows regarding HIPAA compliance training modules and monitors compliance. Monitors Pager box and Time Tracker systems for work hour compliance within an 80-hour work week; alerts program director of violations; submits duty hour reports to JHU Compliance Office. Provides monthly compliance tracking reports to the ACGME Office.


Accreditation

  • Maintains knowledge of accreditation requirements.
  • Completes all required GME census and surveys.
  • Prepares site visit and internal review documents; advises the director of potential problem issues.
  • Handles all aspects of record keeping and application renewal for CME-accredited ID Case Conferences. Prepares for and coordinates Residency Review Committee (RRC) reviews.


Joint Agreements

  • Coordinates Offsite rotations, including approval of international sites.
  • Coordinates agreements with the Baltimore City Health Department.


Fellow Evaluation

  • Responsible for the fellow evaluation process, including the administration of the online evaluation system. Completes annual ABIM online evaluations of fellows after consultation with the director.
  • Arranges for annual fellow review and writes minutes.
  • Arranges Biannual Research Reviews for the committee and fellows; prepares summary letters.
  • Arranges Biannual Clinical Reviews for first-year fellows; prepares summary letters.
  • Reports and maintains scholarly activity data for the fellowship program.
  • Verify and determine competency requirements for each ACGME fellow policy regarding salary/stipend levels to the budget analyst and faculty members.


Research Support

  • Administer the NIH T32 Training Grant.
  • Directly responsible for completion of NIH forms related to fellows, including Statement of Appointments, Payback agreements, and Terminations reports for fellows on the training grant. Coordinates grant support for fellows by identifying point people in the area of expertise to mentor and assist in submitting and monitoring grants.
  • Provides grant support to the Training Program Director.


Website Development

  • Develop content for ID Fellowship Intranet website.
  • Coordinates with web designer to make sure program information is updated.
  • Post conference presentation slides/handouts to the intranet.


Payroll Administration

  • Participates in the development of the divisional budget for fellows’ salaries.
  • Completes e-forms and effort certification for fellows.
  • Communicates with payroll coordinator regarding payroll issues – stipend levels/insurance coverage, etc. Communicates the School of Medicine policy regarding salary/stipend levels to the budget analyst and faculty members.


Visa Applications

  • Communicates the School of Medicine and INS policy to faculty, fellows, and staff members regarding visa policies and issues that apply to fellows.
  • Manages visa applications for research and clinical fellows and the Infectious Diseases faculty.


Program Recruitment

  • Participates in fellowship recruitment process; writing, editing, and revising recruitment materials; provides website; implements and will administer new ERAS for fellowship application program and corresponds with prospective applicants.
  • Coordinate fellowship applications and disseminates to faculty. Coordinates faculty interviews, evaluation system and entry into director database for ranking of candidates.


Finances for Program

  • Develops an annual Budget for the fellowship program.
  • Responsible for processing vendor payments and invoices, purchase orders, shopping carts, and reimbursements related to the program.
  • Monitor malpractice reports and coordinate changes with NIH and the malpractice office.
  • Manage fellow PGY salary levels to ensure accurate pay for fellows.
  • Independently reviews monthly financial reports to ensure accuracy.


Special Knowledge, Skills & Abilities

  • Candidate should demonstrate ability to exercise independent administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service.
  • Must demonstrate the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Must have the ability to build professional relationships with faculty, fellows, and staff within the division, department, and university.
  • Very strong organizational skills, attention to detail, and self-motivation.
  • Excellent written and verbal communication skills.
  • Expanded knowledge of ACGME policies and procedures.
  • Ability to independently manage and coordinate a fellow's training grant.


Minimum Qualifications
  • A Bachelor's Degree is required.
  • Four years of related administrative experience.
  • 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.


Preferred Qualifications
  • Experience with graduate medical education program strongly preferred.
  • Two - Three years of high-level administrative experience.

 

 

Classified Title: Medical Training Program Administrator 
Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $48,000 - $84,100 Annually ($62,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Mon-Friday 8:30am-5pm 
FLSA Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM ID ACGME 
Personnel area: School of Medicine 

 

 

Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 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.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. 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 upon campus. 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.
Hybrid: On-site 3-4 days a week

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