Medical Training Coordinator

We are seeking aMedical Training Coordinator who will provide administrative support to the Residency Program, Residency Program Director, Assistant Chief of Service, Medical Training Program Administrator and the PACE clinic.

Specific Duties and Responsibilities

• Administrative Coordinator for Assistant Chief of Service (ACS), Residency Program Director (PD), Clinic Manager, and Medical Training Program Administrator.
• Screen incoming calls to the ACS office.
• Oversee all projects initiated by the ACS.
• Plan and manage workflow of the office.
• Attend administrative meetings and report to Program Administrator, Program Director and ACS.
• Administer new procedures for timely and smooth functioning of ACS.
• Opens, sorts and screens mail, authorizing any invoices for payments.
• Manage and update current and active alumni database (Apptivo).
• Assist Attending Physicians with compilation of research data to be presented at Ophthalmology conferences.
• Coordinate and update the plaques outside of Patz Lecture Hall and the pictures outside Patz Lecture Hall.
• RSS Record Keeper for Grand Rounds.
• Ensure that all Residency Clinic new hires are equipped by their start dates with white coats, office supplies and access to necessary areas.
• Assist with office moves for ACS and program directors (phone, computers, and office equipment)

Residency Program Coordinator

• Assist Medical Training Program Administrator with Credentialing of incoming residents to ensure smooth onboarding process and to ensure appropriate privileging.
• Maintain careful records of all Rotation Histories and case logs.
• Monitor the resident evaluation process, and maintain complete and accurate resident les. Notify program administrator and program director of any performance red ags or discrepancies.
• Prepare data analysis reports, and assist in development of annual reports. Support resident grant applications by providing information from the resident's le as needed for grant.
• Understand the major responsibilities of other interacting departments (i.e., Office of Graduate Medical Education, Registrar, and Purchasing).
• Participate in institutional, departmental, community or national meetings as ongoing professional development, and remain informed about current academic trends. Attend and participate in quarterly program administrator meetings. Coordinate regular meetings with Division Education Champions.
• Maintain resident records in confidential manner.
• Prepare department letters of recommendation.
• Provide guidance to residents about elective experiences that would best t learning needs. Collaborate with participating divisions and institutions to schedule resident elective experiences.
• Work directly with the Program Director, Associate Program Director(s) and program administrator in the collection, compilation and reporting of data regarding the training program in preparation for relevant site visits including arranging the schedule for the site visitor, ensuring the participation of appropriate faculty and residents, as well as the availability of appropriate les and documentation during the site visit.
• Participate in the preparation of GME accreditation materials, as well as internal review documents.
• Provide administrative support for other programs with regard to the specialty.
• Understand institutional policies and procedures.
• Schedule and coordinate meetings and conference calls with regard to medical education activities.
• Regularly communicate with the Program Director, Associate Program Director/s, Clinic Manager, and Clinic Supervisors, as well as Division Education Champions and administrative staff in subspecialty clinics and at other sites concerning schedules, program requirements and evaluations, and other resident and faculty issues.
• Create and maintain a healthy learning environment for the residents with regular checks of places such as call rooms and the residents' lounge; maintain supplies in these locations as needed (e.g.: paper for printers); regularly collect mail.
• Manage, track and confirm education verifications for the Residents.
• Assist with orientation of new residents to Wilmer and JHH
• Oversee the Residency Education Committee, ensuring all deadlines are met
• Support all resident curricular events (lectures, labs, etc.) at JH ensuring that attendance is taken, faculty are present and supported, and that all AV and webcast systems are functional. Contact the appropriate help desk (AV, VTC, housekeeping) as needed.
• Support Resident breakfasts, lunches and dinners by planning, ordering, setting up before the event, and then cleaning up and submitting invoice for payment after the event.
• Maintain the resident library and educational materials in the department, as well as department enrollment and fees for proprietary educational tools.
• Conduct annual updates on the ACGME website and the GME Track website. Also provide reports as needed.
• Organize meetings and prepare and distribute materials
• Order food for conferences, Grand Rounds, and special lectures.
• Monitor residents' duty hours and operative/case experience via regular review of data reports.
• Set up semi-annual reviews with the residents and the PD.
• Order all necessary equipment and supplies for the residency clinic and the residency program.
• Prepare check requests and invoices for payment.
• Coordinate the residents' vacation requests with faculty preceptors, Clinical manager, and ACS.

Educational Coordinator

• Assist Residents in use of computer system.
• Coordinate, plan and organize special teaching and / or workshops interacting with pharmaceutical Companies.
• Plan and organize Named Lectureships and special lectures.
• Coordinate and prepare Residency Education Program Review Report.
• Arrange, participate and take notes during monthly Program Education Committee (PEC) related meetings.
• Assist the Medical Training Program Administrator with the annual ACGME Review.
• Prepare and distribute correspondence regarding residency training.
• Coordinate online evaluations of residents by faculty and faculty by residents.

• High School Diploma or graduation equivalent preferred.
• Three years of office administration experience, preferably in a healthcare and/or education setting.
• 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.

• Bachelor's Degree preferred with minimum of five years administrative work experience.

Classified Title: Medical Training Coordinator
Job Posting Title (Working Title):Medical Training Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($29.95/hour targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 am - 5:00 pm
FLSA Status:Non-Exempt
Location:School of Medicine - East Baltimore Campus
Department name: 10003002-SOM Oph Residency Service
Personnel area: School of Medicine