Create Alert
Apply now »
Requisition ID:  116982

Medical Training Program Administrator

We are seeking a Medical Training Program Administrator (MTPA) who must be able to work independently to provide administrative support for the two Johns Hopkins Bayview Medical Center (JHBMC) based fellowship programs, all GYN/OB residents who rotate at JHBMC, and medical students who rotate in GYN/OB at JHBMC. Under the direction and supervision of the Department of GYN/OB Administrator and the Directors of the Fellowship, Residency and medical students, individual will be responsible for assisting in the administration of the medical students, residency and fellowship programs. They will use in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. The MTPA will interact with faculty, residents, fellows, medical students and institutional/regulatory administrative offices as directed by the Program Administrator. This position will also support other administrative efforts and special projects as needed.


Specific Duties & Responsibilities


Fellowship 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 fellowship and faculty surveys.
  • Assists with implementing ACGME, institutional and program policies.
  • 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 JHBMC training courses.
  • Assist with the preparation and maintains/monitors confidential fellows files. Request and monitor receipt of preceptors’ rotation evaluations.
  • Enters and updates fellows’ clinical schedules and time off requests into the provider scheduling software, Qgenda.
  • Updates New Innovations with conference schedules and send out invites in outlook calendar.
  • Managing entries of new residents, fellows, faculty and staff.
  • Entering yearly fellow rotations.
  • Creating and scheduling fellow and program evaluations.
  • Enter Yearly Curriculum.
  • Create and Schedule semi-annual review along with fellow portfolio.
  • Enter fellow milestones.
  • Updates and maintains ACGME Accreditation Database and assists with managing distributions of surveys.
  • Assist with updating GME Track.
  • Schedule and Manage Program Meetings and weekly conferences.
  • Schedule Fellow Semi-annual Reviews, Fellow Mentor meetings, Fellow Exit Meetings, and PEC (Program Evaluation Committee).
  • Program meetings/events.
  • Assists the Fellowship Program Directors with data collection and dissemination of materials for the CCC meetings.
  • Schedules lecture halls/conference rooms, AV equipment and services for meetings and lectures.
  • Assist with managing conference attendance and surveys.


Recruitment of Fellows

  • Assist with the interview process; including 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.
  • Works with ERAS during fellowship interview season.
  • Distributes applicant electronic files to faculty interviewers.
  • Maintains current knowledge of institutional policies/procedures regarding medical staff and fellowship applicants.
  • Assist with sharing information for applicants and advises Program Directors in matters relating to special applicant issues.
  • Ensures that all logistics related to interview process reflect well on institution.


Onboarding and Credentialing of Fellows

  • Assists with the appointment process of all fellows, consisting of appointment initiation, reappointments, and terminations.
  • Assists with the hiring process with all matched applicants, including all necessary paperwork required by the hospital and university.
  • Assists with drafting correspondence and revising forms and departmental procedures necessary for appointment and reappointment.
  • Distributes contracts and/or offer letters for 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 fellows are properly credentialed.
  • Assists with status change forms for personnel as appropriate.
  • Assist with the arranging of fellowship certification courses, including ACLS.
  • 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 lab coats, badge access, parking, Epic, New Innovations etc.
  • Orders and sets up meals, prepares handouts for in-person orientation days for fellows and faculty.


Departmental Support

  • Provides administrative support to the Program Directors (PD), Associate and Assistant Program Directors (APDs), Chief Residents, and Resident and Medical Training Program Manager.
  • 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.
  • Supports administrative scheduling needs for program staff.


Financial & Payroll Support

  • Process invoices and travel reimbursements for fellows and other providers through Concur. Ensures expenses remain within the funds allocated.
  • Tracks and monitors fellowship didactics and courses.


Minimum Qualifications
  • Bachelor's Degree.
  • Four years related administrative experience.
  • Additional education may substitute for required experience and additional experience may substitute for required education, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • Knowledge of New Innovations, ACGME ADS Database/case log Data.

 

 

Classified Title: Medical Training Program Administrator 
Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $48,000 - $84,100 Annually ($66,031 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:00am - 4:30pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM OB GYN Bay Gynecology Obstetrics Bay  
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

Apply now »