We are seeking a Medical Training Program Manager who will be responsible for managing the administrative, visa, and credentialing activity for the Division of Cardiology's five (5) clinical training programs, faculty, staff, research and clinical fellows, trainees, and observers. The Division of Cardiology averages 80 fellows and 102 faculty, in addition to, adjunct and visiting faculty. Works collaboratively with Administrator, Program Director, Finance Manager, and HR to ensure program compliance within established accreditation regulations and administer the programs in compliance with university policies and guidelines.
Specific Duties & Responsibilities
Medical Training Program Administration
Manage and administers training programs for postdoctoral fellows in Cardiology (EP, Advanced Heart Failure, General, Structural, and Interventional).
Manages recruitment, matching, and creates offers according to budget.
Develops expertise and knowledge of regulations and standards of the Accreditation Council for Graduate Medical Education (ACGME), and National Residency Match Program. (NRMP). Collaborates with the Director and Residency Program Administrator that the training program remains in compliance.
Training program liaison with ECFMG for credentialing of foreign medical graduates.
Arranges for VISMED, observers and visiting resident elective rotations.
Reviews and updates curriculum annually to comply with ACGME requirements.
Responsible for fellow evaluation process, including the administration of online evaluation system.
Serves as administrator for the NIHT T32 Training Grant.
Set orientation schedule/agenda and schedule speakers for an administrative overview as well as for a clinical-academic related overview; Prepare orientation manual and/or handouts. Compile information to help the fellows acclimate to the division.
Prepares for and coordinates Fellow Quarterly meetings.
Serves as a liaison to the fellows for day to day operation issues.
Holds NIH Fellows orientation including classes, meetings with faculty, parking and insurance.
Creates career development for the fellows. Helps transition current fellows that are becoming faculty.
Arranges systems-based training (EPR,POE, Eclipsys) for fellows, clinical rotators, residents and medical students.
Serves as division subject matter expert in all matters of JHH/JHU/ JHMI processing requirements for new and reappointed primary and secondary faculty, clinical associates, fellows and others as assigned.
Manages adjunct faculty requests and processing of appropriate paperwork and documentation.
Initiates credentialing for faculty (non-clinical and clinical), partnering with DOMCredentialing and DOMAcademic to ensure policies are met.
Monitors all GBMC and Bayview faculty to ensure they have JHH appointments.
Oversees the resignation and promotion process of faculty.
Responsible for all faculty changes such as adjunct appointments or part time going to full time professors.
Monitors the reappointment database and partners with HR and administration to make sure salary and benefits are accounted for in the annual budget.
Completes annual appointment sheets for the office of Postdoctoral Programs.
Credentials incoming faculty and fellows for hospital privileges and university appointments.
Credentials NIH Fellows appointed for clinical rotations for hospital privileges and university appointments.
Processes all J-1 Scholar and H1B visas for medical and research faculty, staff, post-docs and house staff. Also processes all clinical J1 ECFMG visas and F visas for post-docs and house staff.
Oversees moonlighting process for Division.
Oversees and maintain the faculty appointment process, annually changing the process to accommodate any policy changes.
Manages onboarding for incoming faculty.
Manage and develop curriculums, strategy and delivery in partnership with Medical Director. Execute on delivering educational tools through formalized ACGME/JHU education programs.
Process license applications and other training verification forms for current and past fellows and faculty.
Communicates School of Medicine and OIS policies to faculty, fellows, and staff.
Provide information to Fellows regarding HIPAA compliance training modules and monitors compliance.
Monitors Duty Hours 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.
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.
Prepares for and coordinates Clinical Competency Committee (CCC) reviews and Program Evaluation Committee (PEC) reviews.
Develops postdoc fellows budget for submission to the DOM and SOM.
Responsible for processing vendor payments and invoices; purchase orders, shopping carts, and tracking reimbursements related to the program.
Partners with HR regarding payroll issues – stipend levels/insurance coverage etc.
Communicates School Of Medicine policy regarding salary/stipend levels to budget analyst and faculty members.
Develops and updates content for Cardiology Fellowship Intranet website.
Participate in institutional, departmental, community, or national meetings with regards to the fellowship program.
Presents at ACGME National Conference.
Scope of Responsibility
Knows and implements the formal and informal policies, procedures and practices necessary to conduct the normal function of a training program coordinator in a clinical division.
Co-operates within a large team of administrative and faculty personnel to get the job done efficiently and harmoniously.
Is sensitive to the critical role of the position and its potential impact on the academic success of the Division.
Supervise Program Coordinator of the fellowship program and MOC for fellows clinics EB and BV.
*This description is a general statement of required duties and responsibilities performed on a regular and continuous basis.
Four years related administrative experience.
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.
Master's Degree preferred.
Classified Title: Medical Training Program Manager Role/Level/Range: ACRP/04/ME Starting Salary Range: $62,780-$86,390 Annually (Commensurate with experience) Employee group: Full Time Schedule: M-F 8:30am - 5:00pm Exempt Status: Exempt Location: Hybrid/School of Medicine Campus Department name: SOM DOM Cardiology Personnel area: School of Medicine
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
*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.
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