"Program Coordinator"

Job Details

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The Department of Surgery is seeking a Program Coordinator in our Education division. The primary purpose of this position is to manage all aspects of the day-to-day educational activities of the accredited and non-accredited clinical training programs in the Department of Surgery. Working in an environment of competing priorities, the individual is responsible for a wide variety of recruitment, appointment/credentialing, curriculum, evaluation, accrediting, budget, grant, and complex administrative duties. Provides information and supports decision-making together with Program Directors and implements policies and procedures to enhance program efficiency and trainee learning. Functions as a team member with Johns Hopkins School of Medicine program faculty and staff, personnel at external institutions, accrediting and boarding bodies to support, coordinate, and advance the Department’s academic programs. This position will work in a fast paced and demanding environment and must be able to function independently.

Specific Duties & Responsibilities

Accreditation

• Maintains knowledge of accreditation requirements for each Division’s training programs falling under the Accreditation Council for Graduate Medical Education (ACGME)
• Supervises data collection for annual surveys. Completes all required training surveys for the ACGME
• Attends annual ACGME education conference to sustain working knowledge of requirements/regulations, to acquire new information and skills, and to network with colleagues.
• Prepares Graduate Medical Education (GME) and ACGME documents for internal and external reviews/site visit processes and evaluates for preparedness with Program Directors. Updates documents as necessary.
• Maintains requirements for non-ACGME accreditation associations for ACGME-equivalent and ASTP fellowship training programs.

Curriculum

• Tracks requirements for each trainee and advises trainees and PDs regarding outcome.
• Revises curricula annually with assistance of faculty members using ACGME policies.
• Collaborates with Program Directors to devise standards of trainee performance, monitor performance, and implement corrective measures as necessary.
• Supervises arrangements for trainee core lectures, weekly conferences, and annual research presentations and disseminates schedule information.
• Coordinates semi-annual trainee advising sessions.
• Works with outside vendors and internal lab personnel to schedule sponsored wet labs/simulations for fellows’ education.
• Proctors' surgical specialty in-training exams.

Recruitment

• Manages annual recruitment for fellowships. Plans outreach events. Creates and revises recruitment materials. Arranges and conducts interview days. Schedules and participates in applicant ranking meetings.
• Corresponds with individuals sending inquiries/applications.
• Maintains Electronic Residency Application Service (ERAS) database to track applicants and statistics. Provides statistical reports to leadership, University Compliance Office, University Diversity Office, etc.
• Compiles application materials for faculty review.
• Develops spreadsheet of candidate evaluations and calculates ratings.
• Prepares and submits rank order list to National Residency Match Program (NRMP).
• Send offer letters to matched fellows.
• Post fellowship openings for ACGME-equivalent programs on APDS

Credentialing/Appointments

• Liaises with the Office of International Student and Scholar Services (OIS) and the Educational Commission for Foreign Medical Graduates (ECFMG).
• Draft initial visa letters and visa letter extensions, gather signatures, and submit for processing.
• Prepares appropriate credentialing documents for in state and out-of-state resident rotators after availability and eligibility have been determined.
• Coordinates with the volunteer office and visiting medical students’ office to facilitate visiting students and trainees to observe.
• Processes training verifications for current and former fellows seeking employment and licensure.
• Prepares documents for fellows outside rotations including credentialing materials and rotation forms.
• Oversees all aspects of appointments and credentialing for clinical fellows.
• Develop, implement and maintain appropriate departmental policies and procedures related to executing the credentialing processes in accordance with JHH and JHU School of Medicine policies, government regulations and JCAHO guidelines.
• Create credentials-related reports for Education Administrator.
• Creates tracking processes to automate the credentialing and medical staff process for the department.
• Maintain and create tracking processes for medical staff appointments.
• Serve as liaison between the Department and JHH Medical Staff Administration, the School of Medicine Dean’s Office and the JHU Office of International Student, Faculty and Staff Services.
• Provide information to the Departmental Billing Office about prospective appointments to the Medical Staff.

Orientation

• Plans and conducts annual orientation program for new clinical fellows including Hospital orientation, University registration, personnel introductions, curricula review, policies/procedures review, completion of required forms and tour of facilities.
• Arranges required on-line systems training and assures timely completion by each new fellow.
• Provides trainees with written program policies, procedures, standards, and curricula.
• Supervises ordering of appropriate supplies (such as pagers, lab coats, business cards, USB flash drives, etc.) for distribution to fellows upon arrival.
• Coordinates access to email, copiers, scanners, printers, and space.

Program Administration

• Understands and applies ACGME policies and procedures to Division training reports.
• Prepares analytical and statistical reports for leadership.
• Conducts outcome assessments and composes interim and annual reports.
• Advises fellows regarding program and university policies, deadlines and other issues.
• Serves as Division liaison with the School of Medicine Registrar’s Office, Office of International Services, JHH Medical Staff Administration Office, and external offices of ACGME, and ERAS.
• Arranges annual program reviews. Takes minutes and provides completed report to GME Office.
• Drafts letters and correspondence.
• House staff budgets.
• Organize dinners/events.

Minimum Qualifications

• High School Diploma or graduation equivalent
• Five years progressively responsible related experience
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Program Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: $21.25 - $36.90 HRLY (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: ​​​​​​​SOM Sur Education Office
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 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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm