Medical Training Program Administrator

Location
Maryland, United States
Salary
$44,749 -61,610
Posted
10 Oct 2018
End of advertisement period
10 Dec 2018
Ref
12316
Contract Type
Permanent
Hours
Full Time

General Summary

This position administers and coordinates a graduate medical education fellowship-training program as well as manages all credentialing and medical staff requirements for the division. Collaborates with the Training Program Director to ensure program compliance within established accreditation regulations administers the programs in compliance with university policies and guidelines. Evaluates program performance; identifies and responds to specific program needs, recommending and implementing policies, activities and action plans. Actively participates in the recruitment process for fellows in the programs; arranges for hospital and university appointments and is the division liaison with postdoctoral office and other agencies. Manages all credentialing for research and clinical trainees.

Duties & Responsibilities

Program Administration

  • Coordinates and administers training programs for postdoctoral fellows in Infectious Diseases
  • Training program liaisons with ECFMG for credentialing of foreign medical graduates
  • Arranges for visiting resident elective rotations
  • Drafts recommendation letters for program director
  • Develop and implement orientation program for new fellows
  • Advises fellows regarding program and university policies, deadlines, or other issues
  • Participates in fellowship recruitment process; writing, editing, and revising recruitment materials;
  • provides website; implements and will administer new ERAS for fellowship application program,
  • correspond with prospective applicants
  • Coordinate fellowship applications and disseminates to faculty. Coordinates faculty interviews,
  • evaluation system and entry into director database for ranking of candida

Credentialing/Appointments

  • Completes annual appointment sheets for the office of Postdoctoral Programs
  • Credentials incoming faculty and fellows for medical staff privileges and university appointments
  • Credentials NIH Fellows appointed for clinical rotations for medical staff privileges and university appointments
  • Coordinates NIH Fellows orientation including classes, meetings with faculty, parking and insurance.
  • Arranges systems-based training (EPIC) for fellows, clinical rotators, residents and medical students
  • Credentials incoming rotators and acts as a liaison between the Medical Staff office and sponsoring University

Curriculum Development

  • Reviews and updates curriculum annually to comply with ACGME requirements
  • Represent JHU nationally by attending yearly ACGME conference and presenting updates to Training Program Directors

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
  • Monitors Pager box and Time Tracker systems for work hour compliance within 80 hours work week; alerts program director of violations; submits duty hour reports to JHU Compliance Office.
  • Provides monthly compliance tracking reports to the ACGME Office

Accreditation

  • Maintains knowledge of accreditation requirements
  • Completes all required GME census and surveys
  • Prepares site visit and internal review documents; advises director of potential problem issues
  • Handles all aspects of record keeping and application renewal for CME-accredited ID Case Conferences
  • Prepares for and coordinates Residency Review Committee (RRC) reviews

Joint Agreements

  • Coordinates Offsite rotations including approval of international sites
  • Coordinates agreements with Baltimore City Health Department

Fellow Evaluation

  • Responsible for fellow evaluation process, including the administration of online evaluation system
  • Completes annual ABIM online evaluations of fellows after consultation with director
  • Arranges for annual fellow review and writes minutes
  • Arranges Biannual Research Reviews for the committee and fellows; prepares summary letters
  • Arranges Biannual Clinical Reviews for first-year fellows; prepares summary letters
  • Reports and maintain scholarly activity data for fellowship program
  • Verify and determine competency requirements for each ACGME fellow policy regarding salary/stipend levels to budget analyst and faculty members

Visa Applications

  • Communicates School of Medicine and INS policy to faculty, fellows and staff members regarding visa policies and issues that apply to fellows
  • Manages visa applications for research and clinical fellows and Infectious Diseases faculty

Research Support

  • Administer the NIH T32 Training Grant
  • Directly responsible for completion of NIH forms related to fellows including Statement of Appointments, Payback agreements, and Terminations reports for fellows on the training grant Coordinates grant support for fellows by identifying point people in area of expertise to mentor and assist in submitting and monitoring grants
  • Provides grant support to Training Program Director

Website Development

  • Develop content for ID Fellowship Intranet website
  • Coordinates with web designer to make sure program information is updated
  • Post conference presentation slides/handouts to intranet

Payroll Administration

  • Participates in the development of divisional budget for fellows salaries
  • Completes e-forms and effort certification for fellows
  • Communicates with payroll coordinator regarding payroll issues – stipend levels/insurance coverage etc.
  • Communicates School Of Medicine policy regarding salary/stipend levels to budget analyst and faculty members

Visa Applications

  • Communicates School of Medicine and INS policy to faculty, fellows and staff members regarding visa policies and issues that apply to fellows
  • Manages visa applications for research and clinical fellows and Infectious Diseases faculty

Program Recruitment

  • Participates in fellowship recruitment process; writing, editing, and revising recruitment materials; provides website; implements and will administer new ERAS for fellowship application program, correspond with prospective applicants
  • Coordinate fellowship applications and disseminates to faculty. Coordinates faculty interviews, evaluation system and entry into director database for ranking of candidates.

Finances for Program

  • Develops annual Budget for fellowship program
  • Responsible for processing vendor payments and invoices; purchase orders, shopping carts, reimbursements related to the program
  • Monitor malpractice report and coordinate changes with NIH and malpractice office. 
  • Manage fellow PGY salary levels to ensure accurate pay for fellows.
  • Independently reviews monthly financial reports to ensure accuracy.

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

Qualifications

Requires bachelor’s degree. Requires minimum of four years progressively responsible administrative experience. Experience with graduate medical education program strongly preferred. Preferred 2-3 years of high-level administrative experience. Additional education may substitute for some experience, and some additional experience may substitute for some experience, to the extent permitted by the JHU equivalency formula.

JHU Equivalency Formula:  30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. 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.

Special knowledge, skills, and abilities

  • Candidate should demonstrate ability to exercises independent administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service.
  • Must demonstrate the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
  • Must have ability to build professional relationships with faculty, fellows, and staff within the division, department, and university.
  • Very strong organizational skills, attention to detail, and self motivation.
  • Excellent written and verbal communication skills.
  • Expanded knowledge of ACGME policies and procedures
  • Ability to independently manage and coordinate a fellows training grant

The successful candidate(s) for this position will be subject to a pre-employment background check.

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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

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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