Medical Training Program Administrator (Department of Medicine-Infectious Diseases)

The Department of Medicine is seeking a Medical Training Program Administrator who will administer and coordinate a graduate medical education fellowship-training program as well as manage all credentialing and medical staff requirements for the division. This position collaborates with the Training Program Director to ensure program compliance within established accreditation regulations and administers the programs in compliance with university policies and guidelines. The Medical Training Program Administrator will evaluate program performance, identify and respond to specific program needs, and recommend and implement policies, activities, and action plans. This individual will actively participate in the recruitment process for fellows in the programs; arrange for hospital and university appointments and serve as the division liaison with the postdoctoral office and other agencies. They will also manage all credentialing for research and clinical trainees.

Specific Duties & Responsibilities

Program Administration

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

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.
• Represents 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 workweek; 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 off-site 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 maintains scholarly activity data for the fellowship program.

• Verifies and determines competency requirements for each ACGME fellow policy regarding salary/stipend levels to budget analyst and faculty members.

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 Termination reports for fellows on the training grant. Coordinates grant support for fellows by identifying point people in areas of expertise to mentor and assist in submitting and monitoring grants.

• Provides grant support to the Training Program Director.

Website Development

• Develops content for ID Fellowship Intranet website.
• Coordinates with web designer to make sure program information is updated.
• Posts 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.

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; writes, edits, and revises recruitment materials; provides website; implements and will administer new ERAS for fellowship application program; corresponds with prospective applicants.
• Coordinates 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
• Monitors malpractice report and coordinates changes with NIH and malpractice office.
• Manage fellow PGY salary levels to ensure accurate pay for fellows.
• Independently review monthly financial reports to ensure accuracy.

• Bachelor's Degree.
• Four years of related administrative experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Medical Training Program Administrator   
Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $49,200 - $86,200 Annually ($62,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: M-F 8:30am-5pm 
FLSA Status: Exempt 
Location: Hybrid/School of Medicine Campus  
Department name: SOM DOM Infectious Disease   
Personnel area: School of Medicine