Medical Training Program Manager

We are seeking a Medical Training Program Manager. This position oversees the administration of the Johns Hopkins University School of Medicine (JHUSOM) four-year curriculum leading to the M.D. degree (Undergraduate Medical Education, or UME), including but not limited to Genes to Society (GTS) courses, TIME courses, Horizontal Strands, Transition courses, Translational Science course, and required clerkships. Administration includes managing the curriculum database in OASIS (the current curriculum management tool) and developing and implementing strategies to ensure that course materials meet the standards set by the Liaison Committee for Medical Education (LCME) for curriculum mapping and are accessible in the Learning Management System (currently Canvas). The Medical Training Program Manager ensures that the complex software systems that support the curriculum, education, and learning are utilized by staff, students, and faculty to their fullest potential.

This position collaborates with the undergraduate medical education (UME) deans and Sr. Administrative Manager to provide administrative leadership in providing detailed curriculum oversight and ongoing regulatory quality compliance. The position provides direct support for assigned courses/clerkships, in addition to supervising a team of Medical Training Program Administrators and a Sr. Administrative Coordinator. The environment is fast-paced and collaborative and requires the ability to manage competing priorities with attention to detail.

This position is part of the JHUSOM Office of Medical Student Curriculum (OMSC), reports to the Senior Administrative Manager, and supervises a team of Medical Training Program Administrators.

The position interacts with a wide variety of JHUSOM physician and basic science faculty, senior academic and administrative executives, staff, and students and serves as the point person for questions pertaining to the curriculum. They work closely with numerous stakeholders, including but not limited to the Assistant Dean for UME, the Office of Online Education, the Office of Assessment and Evaluation, the Office of Information Technology (OIT), the Registrar’s Office, the Office of Medical Student Affairs, course/section and clerkship directors, course and clerkship coordinators, students, and faculty.

Specific Duties & Responsibilities

Supervising/Office Management

• Supervise the Medical Training Program Administrators. Supervisory responsibilities include interviewing, hiring, training, setting short- and long-term goals, motivating, evaluating, and performance management, according to HR policies and procedures, and coordinating staff time off and ensuring adequate coverage.
• Create and maintain a sound management structure, operating policies, new staff orientation/onboarding process, standards of performance, procedures, professional development goals, and staffing to ensure the office runs efficiently.
• Assist the Associate Dean for UME and the Sr. Administrative Manager in creating the OMSC annual operating budget and identifying improvements for cost savings.

Leadership

• Establish timely and effective communication, administrative guidance, and support to course and section leaders regarding curriculum and/or course management to ensure compliance for the curriculum goals, policies, and standards for all courses and sections.
• Initiate course planning and debriefing meetings to evaluate student feedback with each section leader. Identify areas in need of assistance and, with course and section leaders, develop and implement action plans for improvement.
• Collaborate with the OMSC instructional designer to analyze, develop, and implement systems to facilitate regular training for the Curriculum Inventory mapping for GTS section leaders, faculty, and course coordinators.
• Propose policies and procedures to enhance the curricular mission of the OMSC to the Sr. Administrative Manager and the Associate and Assistant Deans for UME, with the expectation of collaborative refinement and implementation.
• Provide guidance and interpret policy for OMSC and non-OMSC staff who support individual courses or clerkships.
• Consult with Office of Information Technology and Office of Online Education for curriculum IT software requirements and implement improvements as needed on an ongoing basis. Provide or arrange for training and technical assistance as needed for course/clerkship coordinators, faculty, and staff on course management software.
• Serve as the OMSC liaison to the Chief Proctor of the NBME Online Examinations in compliance with the proctoring rules and requirements. Consult with the Registrar’s Office for new policies, updates, and proctoring training procedures. Create and distribute accurate NBME instructions to coordinators and students.
• With the Associate and Assistant Deans for UME and the Senior Administrative Manager, set overall OMSC goals; prioritize projects to achieve goals.
• Manage and participate in academic events and educational projects, departmental activities, and related tasks and initiatives for strategic planning

Curriculum Oversight Management

• Manage daily operations of assigned courses, clerkships, and Horizontal Strands (collectively, “courses”) to include organizing and prioritizing necessary tasks, initiating changes, and resolving issues as they arise.
• These specific curricular assignments will depend on overall staffing and curricular needs and may change over time; currently they focus on the Year 4 Advanced Ambulatory clerkship, Year 3-4 Translational Science courses, TRIPLE, and the Horizontal Strands core themes.
• Manage course materials for electronic distribution.
• Use the learning management system (LMS) platform to organize the course, communicate with students, and post course materials.
• Reserve appropriate space for course events.
• Prepare final grades for submission.
• Post and report grades to the Registrar’s Office.
• Assist with recruiting small group facilitators.
• Manage student attendance tracker system and reports.
• Organize faculty meetings.
• Prepare course evaluations for distribution.
• Oversee the day-to-day administration of the UME curriculum (approximately 60 courses and 10 required clerkships), either directly or through supervision of staff.
• Evaluate for cohesive course implementation processes across all GTS courses/clerkships and ensure compliance with LCME requirements, and remedy as necessary.
• Assist in ensuring completeness and accuracy in the OASIS Curriculum Inventory across all required courses and clerkships.
• Assist in initiating and implementing new policies and procedures to ensure continuity across the curriculum.
• Notify course director and /or section leader of any student performance red flags or discrepancies. Communicate student remediation list and possible red flags to the UME deans, course directors and Registrar’s Office.
• Develop procedures for and manage the annual rollover of all required courses in the curriculum management system, including collaborating with OIT staff and course/clerkship directors and resolving scheduling conflicts.
• Develop procedures for and manage the Academic Year Course Schedule with dates for all courses, events, exams, and required clerkships. Identify and resolve potential conflicts and communicate changes.
• Ensure final grades and numerical stratification reports are reported to the Registrar’s Office within UME Policy and Curriculum Committee (UMEPCC) guidelines.
• Monitor the student formative and summative evaluation processes and maintain complete and accurate student files.
• Advise faculty and staff of student accommodations for learning and assessment activities, including make-up and remediation exams, in accordance with policy. Work closely with Office of Student Disability Services and Office of Information Technology to accommodate students who have approved accommodations for learning and assessment.

Additional Knowledge, Skills, & Abilities

• Demonstrated commitment to diversity and inclusion.
• High level of professionalism.
• Demonstrated ability to work independently and as part of a team.
• Collaborative and positive interpersonal skills.
• Demonstrated ability to work with diverse stakeholders, including administrative and academic leaders, faculty, students, and staff.
• Excellent professional judgement, independent decision-making, and creative problem-solving.
• Ability to manage a team of staff to produce results.
• Excellent written and oral communication skills in order to interact diplomatically and tactfully with diverse groups of people, exchange information and produce written correspondence.
• Ability to carry out duties in a sensitive, confidential, and time-sensitive manner in a caring, empathetic, and ethical manner.
  
• Ability to manage complex projects, including setting and meeting deadlines, developing and meeting budget, and motivating stakeholders to achieve results.
  
• Proficiency with Microsoft Office Suite (Word, Excel, Power Point, Outlook)
• Ability to quickly learn new software programs, including relational databases.
• Excellent attention to details.
• Superior organization skills.
• Ability to thrive in a goal-oriented, fast-paced, and entrepreneurial environment, including the ability to be flexible in project execution.

• Bachelor's Degree.
• Four years related administrative experience.

• Master's Degree.
• Experience with medical education, preferably medical student education.
• Experience supporting higher education curriculum.
  

• Experience with curriculum, learning, and/or evaluation management systems.
  

• Supervisory experience.
  
• Knowledge of LCME standards.
• Experience with OASIS, New Innovations, Canvas, Qualtrics, Panapto, and PollEverywhere.
• Knowledge of the Genes to Society curriculum.

Classified Title: Medical Training Program Manager 
Role/Level/Range: ACRP/04/ME  
Starting Salary Range: $64,600 - $113,300 Annually ($92,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:30 AM - 5:00 PM 
Exempt Status: Exempt 
Location: School of Medicine Campus 
Department name: ​​​​​​​SOM Admin Medical School Curriculum  
Personnel area: School of Medicine