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Job Req ID:  9668

Medical Training Program Administrator

General summary/purpose:

The Medical Training Program Administrator must be able to work independently to coordinate all the medical student educational activities for the Department of Medicine, including the Medicine Core Clerkship and the Advanced Clerkship in Medicine. Uses in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs.  This position will have involvement with the Registrar’s office, Office of Student Affairs, Office of Curriculum, Office of Assessment and Evaluation, other clerkship coordinators/administrators, medical students, teaching faculty, residents, and support staff in carrying out program activities. The position reports to the Director of the Clerkship Program and the Residency & Education Program Administrator.


Specific duties & responsibilities:

Medicine Core Clerkship


  1. Coordinate all medical student educational activities, maintain organization and records for the program and other departmental activities.
  2. Regularly communicate with students regarding logistics and requirements of the course (also including duty hours and patient tracking). Requires knowledge of course objectives and standards for performance.
  3. Organize and maintain the Blackboard, Oasis, Patient Tracker, and New Innovations throughout the academic year keeping all information and documentation up to date.
  4. Provide administrative support for the clerkship director in matters relating to the clerkship, and function as his/her representative at committee meetings when needed. 
  5. Proficient in problem recognition and resolution by evaluating student inquires and providing competent answers pertaining to the clerkship, at times without the Directors guidance. 
  6. Assists the faculty members in managing daily operations of the clerkship or clinical course, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise. 
  7. Prepare and organize materials for PRECEDE, Orientation, Mid-Point PRECEDE, and End of Clerkship, including all schedules, room assignments, handouts.   Assist with preparation of other clinical course materials as needed.
  8. Create the Noon Conference lecture schedule for the clerkship.  Manage the needs of each individual lecture, handout materials, arrange equipment needs, organize catering, etc.   Provide feedback to the lecturer, including suggestions that might be useful in the future to improve the lecture.  
  9. Administer and proctor National Board of Medical Examiners (NBME) shelf examinations or other required examinations. The NBME has strict requirements regarding security of examinations and proctoring, which must be maintained in order to participate in these examinations.
  10. Learn and use the New Innovations system to manage faculty and student evaluations, process trainee performance reports, calculate grades, and data collection.  
  11. Monitor the student formative and summative evaluation process, and maintain complete and accurate student files. Tabulate course evaluation results after each session, and summarize results for the course director.
  12. Notify course director of any performance red flags or discrepancies.
  13. Prepare data analysis reports, and assist in development of quarterly and annual reports.
  14. Know the medical school calendar and courses offered.
  15. Maintain student records in confidential manner. Prepare materials for Student Promotions Committee.
  16. Administrative participation in the preparation of Liaison Committee on Medical Education (LCME) accreditation materials, as well as internal review (EPCC) documents.
  17. Understand institutional policies and procedures. 
  18. Regularly communicate with the coordinators and directors at other sites concerning schedules, course requirements and evaluations, and other student and faculty issues.  Responsible for making sure site coordinators have needed information and meet deadlines.
  19. Regularly attend Clerkship Administrators meetings at the SOM and participate actively in programmatic initiatives generated by this group.
  20. Coordinate special projects for the Clerkship Director.
  21. Schedule student meeting with clerkship director for letter of recommendation requests, finalize, and upload letters.
  22. Provide administrative support to the Vice Chair, Associate Vice Chair, and Assistant Program Director for Faculty Development in the organization of the firm faculty program and firm faculty development program.
  23. Maintain the following calendars:  medical student teaching attending, ACS coverage, firm teaching, and clinical skills calendar.  In addition to providing administrative support for the firm faculty development sessions.


The Johns Hopkins Advanced Clerkship in Medicine Elective Sub-internship

  1. Function as the first-contact liaison to students, faculty, residents, and school administration for any issues or questions relating to the Advanced Clerkship, Sub-Internship Elective.
  2. Organize and maintain the Advanced Clerkship in Medicine website used by students
  3. Maintain up to date enrollment of students in the sub-internship.  (Enrollment changes with each rotation of the elective, up to 11 times per year. Approximately 30 to 50 students enrolled in the sub-internship, per academic year).
  4. Provide support to the students in completing all required credentialing forms, including confidentiality agreement, HIPPA forms, sub-internship forms, etc.  Responsible for ensuring that all documentation is completed and submitted to the Medical Staff Office by the specified deadlines.
  5. Coordinate with the appropriate departments to obtain security access for the students.
  6. Assist with organizing Orientation and didactic conferences.


Special projects for the Department of Medicine Office of Education

  1. Work with the Housestaff Program Administrators to facilitate applicant interviews, orientation, and accreditation organizations for the Osler Housestaff Program.
  2. Work with the Residency & Education Program Administrator to prepare and monitor the Clerkship budget.


There will be opportunities for professional development and the administrator will be encouraged to participate in these.  Examples include:  Clerkship Administrators in Internal Medicine (CDIM) and Clerkship Administrators Mentor Program (CAMP)


Minimum qualifications (mandatory):

Bachelor’s degree required.  Requires minimum of four years of related administrative experience. Additional experience may substitute for some education, to the extent of JHU equivalency formula.


Special knowledge, skills, and abilities:

The appropriate candidate for this position will perform duties of a sensitive and confidential nature.  A caring 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 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, fellows, and staff within the division, department, and university.


Classified title: Medical Training Program Administrator

Role/Level/Range: ACRP/03/MC

Starting Salary Range: 43,871-60,402

Employee group: Full-Time

Employee subgroup: Exempt

Schedule: Working 37.5 hour per week; Monday-Friday 8:30-5pm

Location: Johns Hopkins East Baltimore Campus

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 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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