The Department of Urology seeks a Medical Training Program Administrator to serve as an integral team member of the educational mission of the department and work independently to administer large and complex clinical training programs and all related educational activities for the department, including the Urology Residency Program, Advanced Specialty Training (ASTP) Programs, Clinical Fellowship Program, Urology Core Clerkship, and other learners (premed/preclinical medical students) rotating with the department. The candidate will use in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. Essential skills include the ability to provide accurate, timely and courteous service to current and prospective residents, faculty, preceptors and other university staff and residents, as well as the ability to work as a member of a team with moderate to minimal supervision.
This position will be interacting regularly with the Registrar's office, Office of Medical Student Affairs, Office of Student Curriculum, Office of Assessment and Evaluation, other clerkship coordinators and administrators, medical students, teaching faculty, residents, and support staff in carrying out program activities. The position will be supervised by the Director of the Urology Residency Program and will collaborate with the Associate Program Director, all ASTP Program Directors, and Executive Vice Chair.
Specific Duties & Responsibilities
Assists the Residency and Fellowship Program Directors with operational management of training programs. Manages compliance with accreditation program requirements for graduate medical education in Urology and Pediatric Urology (ACGME, SPU, SUO).
Responsible for the onboarding and orientation activities for incoming residents and fellows, including but not limited to, obtain demographic information for residency orientation, HIPAA compliance, Epic training and access, coordinate orientation with Department of Surgery, and ATLS application for BLS.
Obtain a radiology badge, parking assignments, electronic prescribing through Imprivita, and scrub and OR access for each incoming learner.
Submit lab coat orders and building location badge access for new incoming residents and fellows.
Enroll incoming residents and fellows for Epic classes or submit test out waiver to JHH ARM Epic Security.
Send out welcome email to all incoming residents and fellows and deliver welcome bag on July 1st
Manage the Urology medical students, basic clerkship, and Sub-I program, including but not limited to, process and submit applications to VISMED, communicate with Residency Education Co-Director when students have applied for a new rotation, coordinate and communication orientation schedule for incoming students, email clinical faculty and residents schedule of all rotations with students contact information, and obtain Epic access.
Serve as the point of contact for the medical training office and the medical student Sub-I platform.
Coordinate all educational activities, maintain organization and records for the program, didactics, and other departmental activities.
Regularly communicate with learners regarding logistics and requirements of the course, including, clinical evaluations, duty hours and patient logging.
Interpret, understand and be able to communicate institutional policies and procedures to students, residents and faculty
Ensure all students regardless of site have appropriate access for parking, badge, scrubs and other resources that may be needed.
Develops and integrates strategic planning goals for the Residency and Fellowship programs. Implements initiatives; tracks and reports effectiveness at educational retreats.
Ensures ACGME program compliance to include: Coordination of Program Evaluation Committee's (PEC) and Clinical Competency Committee's (CCC) meetings, ACGME WebADS submissions, Annual Program Evaluation (APE), and case log reporting. Manages evaluation and milestone collections, resident/fellow work hour review and the annual review of clinical rotations, research objectives and program goals.
Assists the Residency Program Director, Associate Program Director, and Fellowship Directors with the evaluation and development of educational programs for house staff. Assesses program's efficiency. Develops/implements strategies to optimize residency/fellowship program efficiency. Works closely with all Urologic teaching faculty, clinical and research, to reinforce outlined initiatives.
Assists the Residency Program, Associate Program Director, and Fellowship Directors by coordinating program recruitment processes including implementation of focused diversity initiatives (implicit bias training), the screening of applicants, applicant interviewing processes, compilation of interview reports, orientation scheduling, and all applicant correspondence. Utilize ERAS programs to optimize scheduling and interviewing.
Responsible for the Urology Resident and Fellow Graduation, including but not limited to, securing the venue, sending out invitations, keeping track of RSVPs, getting signatures for graduate's plague, solicit nominations for recipients of awards given at graduation, and work with venue to secure food menu, flowers, and photographer.
Order Captain Chairs for graduating residents.
Work with pathology lab to schedule headshots of graduating residents for the Urology Brady Residency wall in Marburg 1. Once pictures are complete ensure they are hung by June.
Coordinate, in conjunction with Resident Program Director and Associate Program Director the annual Urology Resident and Fellow Welcome each July.
Analyzes Urologic residency recruitment trends. Develops strategies for recruitment process improvement. Implements strategies to maintain training program prestige.
Coordinates all record management and tracks ACGME correspondence, audit responses, and re-accreditation related issues.
Serves as a liaison between Residency and Fellowship program graduates and the University's Registrar to provide timely post graduate verifications.
Works closely with Graduate Medical Education office to create and implement teaching site affiliation agreements.
Assists the Assistant Administrator in the verification of the residency program house staff budget as needed.
Organize and maintain the New Innovations, Qualtrics and the department share files throughout the academic year keeping all information and documentation up to date.
Learn and use New Innovations to manage faculty and student evaluations daily and maintain evaluation return and ensure their completion by residents, faculty, and students. Process trainee performance reports, calculate grades, and data collection. Review evaluations prior to releasing to respective groups.
Provide administrative support for the residency program director in matters relating to urology education and function as their representative at committee meetings when needed.
Proficient in problem recognition and resolution by evaluating learner inquires and providing competent answers pertaining to the educational programs, at times independently.
Assist faculty members in managing daily operations of the residency, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise.
Notify course director of any performance red flags or discrepancies. Review narrative comments for concerns and bring the attention of these concerns to the residency program director and associate program director.
Prepare data analysis reports and assist in development of quarterly and annual reports for the SOM as well as for departmental leadership.
Regularly attend medical training program meetings at the SOM and participate actively in programmatic initiatives generated by this group
Special Knowledge, Skills, & 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.
Familiarity with SAP and internal Hopkins systems desirable.
Must be proficient using Microsoft Office products, including Outlook, Word, Excel and PowerPoint. Comfortable using various electronic data management formats – databases, websites, etc.
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.
Demonstrated commitment to organizational and departmental diversity policies.
Working understanding of medical simulation education.
Familiarity with the curriculum development process.
Ability to write and communicate clearly.
Commitment to working with a diverse group of faculty, staff and students.
Understanding of cultural humility as applied to the Johns Hopkins School of Medicine, Hospital and surrounding community.
While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 70% of the time.
May be required to traverse throughout the office and various buildings for events or to retrieve or deliver supplies, documents, or other materials from other locations on campus.
During peak program times, additional walking may be required throughout our large campus.
The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
Prolonged vision requirements including viewing computer screen, paper reports/documents.
While this position will be primarily at a desk in an office setting, work can occur within or near the Emergency Medicine clinical area, in medical school buildings or in the Johns Hopkins simulation center.
May transport equipment and supplies usually less than 40 pounds from one area to another (in the office or on campus). In some area's workspace is confined.
This is currently a hybrid position with both remote and in-person (Baltimore, MD) responsibilities, subject to change.
Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
During certain times of the academic calendar the workload may vary and advanced notice will be preferred for leave during these times when possible.
During peak program times (June-July) and (October-January) work deadlines are critical – extended leave during these times may be less flexible.
Four years related administrative experience.
Additional education may substitute for some experience, and additional experience may substitute for some education, in accordance with the JHU equivalency formula.
*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.
Classified Title: Medical Training Program Administrator Role/Level/Range: ACRP/03/MC Starting Salary Range: $46,560-$64,100 Annually (Commensurate with experience) Employee group: Full Time Schedule: Monday - Friday/8:30 am - 5:00 pm Exempt Status: Exempt Location: Hybrid/School of Medicine Campus Department name: SOM Uro Urology Personnel area: School of Medicine
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: 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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
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.
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 [email protected]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
The following additional provisions may apply, depending on 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.
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