Job Information
Johns Hopkins University Medical Training Coordinator in Baltimore, Maryland
The Department of Surgery is seeking to hire a Medical Training Coordinator that will play a major role in supporting the administrative and programmatic operations of the general surgery residency program and will report directly to the Education Administrator and the Program Director. The Medical Training Coordinator must be able to work independently to coordinate administrative and educational activities in the department and serve as a liaison with other University Departments, medical center departments, and external organizations. The Medical Training Coordinator should be knowledgeable about medical education in general, the residency program within the department, and its relationship with other colleagues in the institution. The coordinator should be approachable and have an appropriate level of maturity to interrelate with residents and must ensure that all aspects of the program operate in a smooth, timely, and professional manner.
Specific Duties & Responsibilities
This position will fulfill administrative duties to support the overall office.
General support to the Surgery Residency Program director and Associate Program Director for Surgery, as needed.
Keep Program Director up to date on activities and program progress.
Attend Scientific Meetings and Educational Meetings as recommended by Program Director. Attend and participate in all Program related meetings.
This position is highly visible and will be the first point of contact to the Department for all constituents (faculty, students, residents, staff, and professional colleagues.).
Create and maintain a healthy learning environment for the residents with regular checks of call rooms and Surgery resident’s lounge; maintain supplies in these locations as needed (e.g.: paper for printers); regularly collect forms deposited in the lounge pickup area.
Manage daily operations of residency office that leads multiple educational programs, organizing and prioritizing necessary tasks, initiating changes and resolving issues as they arise.
Enter, set-up, monitor and track resident assessment including OPRS forms and assessments in New Innovations.
Monitor the resident formative and summative evaluation and summative evaluation process and maintain complete and accurate files.
Track and records results of resident assessment prepare for Competency Committee and Faculty meetings.
Enter milestone evaluation data into the ACGME WebAds system. Summarize results as needed. Develop and implement the systematic process of evaluating the quality and appropriateness of residency training and education.
Assure ongoing collection and reporting of evaluation data from residents regarding rotation experience and faculty interactions.
Manage the information in New Innovations (or replacement System). Maintain up to date enrollment of residents and faculty in New Innovations.
Ensure proper scheduling of New Innovations forms, managing data collection, analysis and reporting of evaluation data from residents, attending surgeons, and other groups who will evaluate residents and the residency program(s).
Prepare and mange resident block and call schedules and other residency program rotations and activities.
Maintain up to date information on departmental resident website (Halsted Portal).
Coordinate new intern on-boarding with Credentialing and the Registrar’s office, and track progress on visas, social security numbers and other administrative details required for program participation.
Ensure all details (including parking, ID badges, lab coats, iPads, scrubs access, radiation badges, call room access are addressed, and access is granted to all needed digital systems such as SCORE, ACGME case logs, HALSTED Portal, New Innovations and others.
Participate in the preparation of ACGME accreditation materials.
Maintain up to date information on the ACGME’s data systems and complete the annual program update with the PD for the ACGME.
Track completion of mandatory requirements (ACLS, ATLS, FLE, FES, Airway course, etc) Track completion of assignments such as SCORE modules and lab assignment completion.
Contact the appropriate help desk (AV, VTC, and housekeeping) as needed. Manage resident lab schedules and resolve scheduling conflicts.
Responsible for any related resident’s invoices and ordering of supplies.
Didactic Curriculum
Schedule and coordinate lecture presenters and lab instructors for the resident didactic and lab curriculum.
Manage reminders and calendar invites for presenters and instructors.
Manage and maintain weekly resident reminders.
Collaborate with leadership to identify areas in the lecture curriculum for improvement.
Develop and prepare a yearly statistical report for faculty educational participation.
Enter the yearly curriculum schedule in New Innovations.
Create and maintain a weekly survey for lecture feedback.
ABSITE
Prepare data analysis of the programs results to identify topic areas for ABSITE review sessions.
Prepare a report to provide management to assist with their CCC reports
Mock Orals
Collaborate and assist with mock oral logistics with outside institutions.
Prepare a report with the results to provide management to assist with their CCC reports.
Prelim Support
Develop a timeline for the required documents needed to apply.
Create a guide with helpful tips and resources.
Institute a meeting to review the application process.
Collect and manage prelim support required documents.
Streamline and update a tracking system for managing the required documents.
Check the APDS job board daily for open categorical positions.
Alert and notify both the prelim residents and PD of open position.
Prepare the necessary documents needed to apply to a position.
Submission of applications for the prelim residents.
Compliance
Case Log and Duty Hours
Prepare and monitor weekly case log compliance.
Email both duty hour and case log noncompliant residents.
Evaluation Compliance
Monitor New Innovations evaluation.
Notify residents, faculty, and APPs to complete their delinquent evaluations.
Prepare a data analysis report for the biannual faculty meeting of the faculty evaluation compliance by division.
Certification Compliance
- Track and monitor FLS and FES.
New Innovations
- Add new faculty.
Electronic Resident Files
Convert paper folders to electronic files.
Maintain electronic (and paper) resident file documentation.
Other duties as assigned.
Minimum Qualifications
High School Diploma/GED required.
Three (3) years administrative/office experience required.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Classified Title: Medical Training Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.00 - $33.50 HRLY ($55,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: .M-F, 8-5
Exempt Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM Sur Education Office
Personnel area: School of Medicine
Equal Opportunity Employer:
Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.
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