Sr. Medical Training and Scheduling Coordinator

The Johns Hopkins University is seeking a Sr. Medical Training and Scheduling Coordinator who will provide high-level administrative support to the Medical Training Program Administrator as well as the residency and fellowship programs. The coordinator, under the direction and supervision of the Medical Training Program Administrator is responsible for assisting in the administration of the residency and fellowship programs. They will use in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. The coordinator will interact with faculty, residents, fellows, medical students and institutional/regulatory administrative offices as directed by the Program Administrator. This position will also work with the Residency Program Director to support other administrative efforts and special projects as needed.

Specific Duties & Responsibilities

Residency Programs Support

• Develops expertise and knowledge of regulations and standards as defined by regulatory organizations (ACGME program policies, as well as compliance with Residency Review Commission and the Johns Hopkins Institutional guidelines)
• Assist with the dissemination of Annual ACGME resident and faculty surveys.
• Assists with updating and implementing ACGME, institutional and program policies as needed.
• Assist in ensuring training programs remain in compliance with said policies and standards.
• Assist with designing and developing processes to assure compliance, including design, development and implementation of reliable measurement tools, and documentation systems to provide evidence of compliance.
• Assist with monitoring compliance for certain JHU and JHH training courses.
• Assist with the preparation and maintains/monitors confidential resident files. Request and monitor receipt of preceptors’ rotation evaluations.

New Innovations

• Updates New Innovations with conference schedules and send out invites in outlook calendar.
• Managing entries of new residents, fellows, faculty and staff.
  
• Entering yearly resident/fellow rotations.
  
• Creating and scheduling resident, fellow and program evaluations.
  
• Enter Yearly Curriculum.
  
• Create and Schedule semi-annual review along with resident/fellow portfolio.
  
• Enter resident/fellow milestones.
  
• ACGME Accreditation Database.
  
• Assist in Updating each academic year.
  
• Assist with managing distributions of surveys.
  
• Enters resident/fellow milestones.
  
• Assist with adding new staff.
  

GME Track

• Assist with updating GME Track.
  
• Schedule and Manage Program Meetings and weekly conferences.
  
• Resident/Fellow Semi-annual Reviews.
  
• Resident/Fellow Mentor meetings.
  
• Resident/Fellow Exit Meetings.
  
• Program meetings/events.
• CCC (Clinical Competency Committee).
• PEC ((Program Evaluation Committee).
  
• Schedules lecture halls/conference rooms, AV equipment and services for weekly residency conference, Grand Rounds and other special meetings/lectures.
  
• Assist with managing conference attendance, and weekly conference surveys.

Recruitment of Residents and Fellows

• Assist with the applicant selection and interview process; Including with planning and arranging of interview day, social activities, takes notes and sends correspondence on behalf of the program.
  
• Prepares and sends applicant pre and post interview information.
  
• Managing evaluation scores of interviewed applicants and prepares data for rank meeting.
  
• Works with ERAS during residency interview season.
  
• Distributes applicant electronic files to faculty interviewers.
  
• Maintains current knowledge of institutional policies/procedures regarding medical staff and resident applicants.
  
• Assist with sharing information for applicants and advises Medical Training Program Administrator and Program Director in matters relating to special applicant issues.
  
• Ensures that all logistics related to interview process reflect well on institution.
  
• Active participant at Selection Committee meetings. Takes minutes and compiles data. Assists with developing preliminary rank lists based on faculty scores.

Onboarding and Credentialing of Residents

• Assists with the appointment process of all residents in Otolaryngology and Dental consisting of initiation of appointment, reappointments and terminations.
• Assists with the hiring process with all matched applicants, including residency contracts, background checks and all necessary paperwork required by the hospital and university.