General summary/purpose: This position supports the Johns Hopkins Department of Pediatrics Residency and Fellowship Training Programs. The primary responsibility of the Medical Training Coordinator is to support the Vice Chair of Education in Pediatrics in the coordination and management of the residency and fellowship programs under her purview. The pediatrics training programs are ACGME-accredited. This position works with a high degree of independence and responsibility.
Note: This position is not eligible for visa sponsorship.
Specific duties & responsibilities:
Responsibilities may include (but are not limited to):
Coordinates the daily operations of the training programs. Helps establish and follows procedures for scheduling of resident rotations, disseminating rotation materials and handouts, trainee, educator and rotation evaluations.
Facilitate recruitment, application screening, interviewing in Residency training programs. This includes but is not limited to:
Downloading ERAS and accessing/prescreening applications
Scheduling and organizing interviews
Act as representative for JHU and in communicating schedules with interview candidates, as well as notifying candidates not offered interviews or positions.
Responsible for scheduling and participating in Pediatrics training and develop orientation schedule and course for new residents and fellows.
Schedule and participate in the orientation programs for new residents, students, and fellows.
Prepare rotation schedule and track and make schedule changes as needed. Communicates the changes with the appropriate individuals as a liaison to the Graduate Medical Education (GME) office. Track number of hours that trainees are working and take the necessary steps to correct any potential problems and inform program director of the potential problems.
Provides surveys of residents and physicians to determine level of satisfaction with inpatient and ambulatory care rotations to identify areas of improvement.
Identify nature of problems/conflicts and discusses the matter with the Program Director to establish corrective action or program amendments to improve situation.
Attend, maintain outcome minutes and schedule for Program Evaluation Committee meetings.
Complete annual program surveys for FREIDA, GME Track and ACGME WebADS resident information updates.
Collect and provide reporting recruiting statistics, especially related to minority recruitment to the Program Director.
Compile and distribute reports related to individual resident and group performance and attainment of training requirements. Updates online individual resident training portfolios, schedule semi-annual resident advisor meetings and manage documentation of meetings.
Distributes and tracks return of evaluation forms of residents, faculty and education rotations. Compiles information and ensures director sees both positive and negative comments.
Set up online schedule of evaluations of residents, faculty and educational rotations (New Innovations).
Works with Chief Residents to ensure smooth implementation and communication of residents’ schedules, educational conferences and special programs.
Serves as the administrator for electronic Residency Management System (New Innovations) and provides technical support for users.
Provides administrative support to the Program Director and Chief Residents and assists the Program Manager as necessary.
Participate in the preparation of ACGME accreditation materials, as well as CLER documents.
Attend and participate in all Program related meetings.
Assist in the planning of and attend joint faculty/resident/fellow departmental educational and social events.
Attend institutional, regional and national Educational Meetings as recommended by Program Director.
Keep Faculty Program Director up-to-date on program activities.
Liaise with Fellowship training program leadership/coordinators to organize/deliver Department-wide common fellowship curriculum and performance evaluations (resident of fellow, fellow of resident).
Assist in development and ongoing maintenance of program-specific social media sites for program promotion and recruitment such as Facebook, Twitter and residency webpage.
Assist with maintenance of calendar and meetings for Vice Chair of Education/ Program Director
Minimum qualifications (mandatory):
Requires high school diploma/GED, and a minimum of three years of administrative /office experience, preferably in an academic setting.
Additional education may substitute for some experience, to the extent permitted by the JHU equivalency statement.
Preferred Experience: 1-2 years in Graduate Medical Education (GME) Administration
Preferred Education: Bachelor’s degree
Special knowledge, skills, and abilities: Required:
Demonstrates the ability to represent the program effectively and professionally as the front line representative of the program.
Ability to establish and maintain excellent working relationships with faculty, management, support staff, students, and trainees required.
Excellent written and verbal communication skills and adept and effective at various methods of online communication venues.
Demonstrates highly developed communication and interpersonal skills
Demonstrates flexibility and ability to re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary by program director and/or program manager.
Demonstrates the ability to relate well and work with all levels of staff.
Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
Consistently uses discretion when discussing confidential matters.
Actively participates in problem-solving process based on comprehensive analysis of situations while demonstrating the use of a logical, reasoned, factual and systematic approach.
Consistently recognizes own limitations and seeks help from appropriate resources when needed.
Demonstrates ability to function appropriately and efficiently in dealing with unexpected or stressful situations and multiple interruptions. Utilizes constructive criticism and/or self-evaluation skills to improve own work performance or behavior.
Performs other duties as required
Working knowledge of SAP (check requests, travel reimbursements, shopping cart functions)
Working knowledge of social media sites such as Facebook, Twitter that are pertinent to resident recruitment and program promotion
Additional Information: Interpersonal
Positive service attitude with excellent interpersonal skills.
Ability to speak and work with a variety of individuals (faculty, residents, staff, applicants and others outside the institution) both in person and over the phone.
Familiar with Microsoft Outlook, Word, Excel and PowerPoint.
Ability to quickly learn and use other web-based tools and systems for both data entry and report collation.
Motivated and self-directed.
Ability to work independently.
Strong multi-tasking capabilities.
Sitting in a normal seated position for extended periods of time
Reaching by extending hand(s) or arm(s) in any direction
Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard
Communication skills using the spoken word
Ability to see and hear within normal parameters
Ability to move about workspace.
Lift, carry, move supplies, computers, etc.
Classified Title: Medical Training Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.42 - $23.95 per hour Employee group: Full Time Schedule: M-F 8:30am - 5:00pm Exempt Status: Non-Exempt Location: 04-MD:School of Medicine Campus Department name: 10003091-SOM Ped V Chairs Education Clin and Rsch Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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.
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