Medical Training Coordinator

Maryland, United States
20 Apr 2019
End of advertisement period
20 Jun 2019
Contract Type
Full Time

General summary/purpose:

This position supports the Johns Hopkins Department of Pediatrics Residency Training Programs.   The primary responsibility of the Medical Training Coordinator is to coordinate the activities of the pediatric residency training program and work in conjunction with the Departments of Medicine, Anesthesia and Medical Genetics to coordinate the recruitment and educational program of trainees in these combined programs. The pediatrics residency training program is an ACGME-accredited training program. This position works with independence and responsibility

Specific Duties/Responsibilities:

Responsibilities may include (but are not limited to):

  1. Coordinates the daily operations of the program.
  2. Helps establish and follows procedures for scheduling of resident rotations, disseminating rotation materials and handouts, trainee, educator and rotation evaluations.
  3. Facilitate recruitment, application screening, interviewing in Residency training programs. This includes but is not limited to:
    1. Downloading ERAS and accessing/prescreening applications
    2. Scheduling and organizing interviews
    3. Act as representative for JHU and in communicating schedules with interview candidates, as well as notifying candidates not offered interviews or positions.
    4. Responsible for scheduling and participating in Pediatrics training and develop orientation schedule and course for new residents and fellows.
  4. Schedule and participate in the orientation programs for new residents, students, and fellows. 
  5. Prepare rotation schedule and track and make schedule changes as needed. 
  6. Communicate the changes with the appropriate individuals. 
  7. Track number of hours that trainees are working and take the necessary steps to correct any potential problems and inform director of the potential problems.
  8. Provides surveys of residents and physicians to determine level of satisfaction with inpatient and ambulatory care rotations to identify areas of improvement. 
  9. Identify nature of problems/conflicts and discusses the matter with the Program Director of program to establish corrective action or program amendments to improve situation. 
  10. Attend, maintain outcome minutes and schedule for Program Evaluation Committee meetings.
  11. Complete annual program surveys for FREIDA, GME Track and ACGME WebADS resident information updates.
  12. Collect and provide reporting recruiting statistics, especially related to minority recruitment to the Program Director.
  13. Compile and distribute reports related to individual resident and group performance and attainment of training requirements. 
  14. Updates online individual resident training portfolios, schedule semi-annual resident advisor meetings and manage documentation of meetings.
  15. Distributes and tracks return of evaluation forms of residents, faculty and education rotations. 
  16. Complies information and ensures director sees both positive and negative comments. 
  17. Set up online schedule of evaluations of residents, faculty and educational rotations.
  18. Works with Chief Residents to ensure smooth implementation and communication of residents’ schedules, educational conferences and special programs
  19.  Serves as the administrator for E*Value and provides technical support for users. 
  20. Provides administrative support to the Program Director and Chief Residents and assists the Program Manager as necessary
  21. Participate in the preparation of ACGME accreditation materials, as well as CLER documents.
  22. Attend and participate in all Program related meetings.
  23. Assist in the planning of and attend joint faculty/resident/fellow departmental educational and social events.
  24. Attend institutional, regional and national Educational Meetings as recommended by Program Director.
  25. Keep Faculty Program Director up-to-date on program activities.

Additional Duties:

  1. Positive service attitude with excellent interpersonal skills. 
  2. Ability to speak and work with a variety of individuals (faculty, residents, staff, applicants and others outside the institution) both in person and over the phone.  
  3. Professional demeanor


  1. Familiar with Microsoft Word, Excel and PowerPoint. 
  2. Ability to quickly learn and use other web-based tools and systems for both data entry and report collation.


  1. Motivated and self-directed. 
  2. Ability to work independently.
  3. Reports to Program Director.

Minimum qualifications:

  1. High school diploma/GED required, and a minimum of three (3) years administrative/office experience, preferably in an academic setting.
  2. Additional education may substitute for 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.  Additional related experience may substitute for required education on the same basis.  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:

  1. Demonstrates the ability to represent the program effectively and professionally as the front line representative of the program.
  2. Ability to establish and maintain excellent working relationships with faculty, management, support staff, students, and trainees required.
  3. Excellent written and verbal communication skills and adept and effective at various methods of online communication venues. 
  4. Demonstrates highly developed communication and interpersonal skills
  5. Demonstrates flexibility and re-establish priorities and work plans to compensate for unanticipated changes in work volume to adequately meet departmental needs as deemed necessary by program director.
  6. Demonstrates the ability to relate well and work with all levels of staff.
  7. Demonstrates the ability to manage multiple projects simultaneously to meet deadlines.
  8. Consistently uses discretion when discussing confidential matters.
  9. Actively participates on problem-solving process based in comprehensive analysis of situations while demonstrating the use of a logical, reasoned, factual and systematic approach.
  10. Consistently recognizes own limitations and seeks help from appropriate resources when needed.
  11. Demonstrates ability to function appropriately and efficiently in dealing with unexpected or stressful situations and multiple interruptions.  Utilizes constructive criticism and/or self-evaluation skills to improve own work performance or behavior.
  12. Performs other duties as required

Physical Requirements:

  1. Sitting in a normal seated position for extended periods of time.
  2. Reaching by extending hand(s) or arm(s) in any direction.
  3. Finger dexterity to manipulate objects with fingers rather than with whole hand or arm, for example, using a keyboard.
  4. Communication skills using the spoken word.
  5. Ability to see and hear within normal parameters.
  6. Ability to move about workspace.
  7. Lift, carry, move supplies, computers, etc.

Role/Level/Range: ATO 40/E/02/OE 
Starting Salary Range: $17.25 - $23.75 (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 am - 5:00 pm 
Exempt Status: Non-Exempt  
Location: 04-MD:School of Medicine Campus 
Department name: 10003091-SOM Ped V Chairs Education Clin and Rsch 
Personnel area: School of Medicine

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 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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