Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will provide administrative support for the Palliative Medicine program at Johns Hopkins Hospital. This individual will function as the fellowship coordinator for the Hospice and Palliative Medicine (HPM) Fellowship within the Section. This includes direct support of the Medical Director at Johns Hopkins Hospital and the Director of Palliative Medicine at Johns Hopkins Health System. This person shall maintain a high degree of confidentiality and professionalism, comfortably taking initiative and exercising independent judgment to resolve issues. The Sr. Administrative Coordinator will work closely with the Medical Director, Director of the HPM Fellowship, and report directly to the Project Administrator of the Section of Palliative Medicine within General Internal Medicine.

Specific Duties & Responsibilities

Fellowship (60%)

• The Palliative Fellowship Coordinator supports and manages the Hospice & Palliative Medicine Fellowship, working closely with the Fellowship Program Director and Associate Directors.
• The Fellowship Coordinator is responsible for organizing and implementing all activities involved with budget, scheduling, recruitment, credentialing, and orientation for each fellowship cycle.
• This role coordinates all processes and acts as primary liaison with external sites and supervising agencies including the Accreditation Council for Graduate Medical Education (ACGME), National Resident Matching Program (NRMP), as well as prospective applicants to the program.
• Primary coordinator with 10 accrediting bodies for fellowship programs.
• It is also important within this role to maintain awareness of national training trends and policies, incorporating those updates as they develop.

Program Administration

• Coordinates and administers training programs for postdoctoral fellows in HPM.
• Training program liaison with ECFMG for credentialing of foreign medical graduates.
• Plans and conducts orientation program for new fellows.
• Updates fellowship materials on SharePoint website.
• Maintains records in New Innovations, ensuring that all documentation is accounted for, and schedule is routinely updated and accurate.
• Advises fellows regarding program and university policies, deadlines, etc.
• Manages confidential and critical materials, issues, communications and keeps leadership team apprised of important issues related to the program and trainees.

Credentialing/Appointments

• Completes annual appointment sheets for the office of Postdoctoral Programs.
• Credentials incoming faculty/fellows for JHH privileges and JHU appointments.
• Arranges systems-based training and access (e.g., Epic) for fellows.
• Interface with fellows and provide credentialing materials.
• Ensure fellows have completed credentialing.
• Liaison with JHH/JHSOM credentialing.

Regulatory/Compliance

• Processes license applications and other training verification forms for current and past fellows.
• Provides information to Fellows regarding HIPAA compliance training modules and monitors compliance.

Visa Applications

• Communicates School of Medicine and INS policy to faculty, fellows and staff members regarding visa policies and issues that apply to fellows.
• Coordinates with GME and Credentialing office to supply necessary documentation for fellows that need visas.

Program Recruitment

• Participates in recruitment process; writes/edits/revises recruitment materials; works within ERAS (Electronic Residency Application Service) to manage applications and pull reports; corresponds with prospective applicants.
• Coordinate fellowship applications and disseminates to interviewing team; Coordinates faculty and team interviews, evaluation system and entry into director database for ranking of candidates.

Orientation

• Manages calendar for annual fellow orientation and schedules speakers, rooms, and lunches.
• Organizes field trips to partner sites, including Gilchrist and Mt. Washington Pediatric Hospital.
• Obtains all necessary materials for fellows including lab coats, badges, office access.
• Ensures access to all needed programs/resources (Epic, Imprivata, Qgenda, Shared Drives, Teams)
• Schedules training courses, including Epic.

Fellow Evaluation

• Responsible for coordination of fellow evaluation process, including scheduling reviews, and collecting/collating review materials.
• Arranges for bi-annual fellow review.

Finances for Program

• Responsible for processing vendor p