Medical Training Program Administrator

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 intervi