Career Center

We are seeking a Program Coordinator who will 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

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

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)

Credentialing/Appointments

• Liaises with the Office of International Student and Scholar Services (OIS) and the Educational Commission for Foreign Medical Graduates (ECFMG)
• Prepares appropriate credentialing documents for in-state and out-of-state resident rotators after availability and eligibility have been determined
• Processes training verifications for current and former fellows seeking employment and licensure

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 programs
• 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

Minimum Qualifications (Mandatory):

• High School Diploma or current enrollment for Bachelor's Degree in related discipline
• Some related experience
• Additional education may substitute for required 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.  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. 

Preferred Qualifications:

• Some college courses
• Some related coursework or administrative experience
• An ideal candidate will be reliable, self-motivated, organized, and need a strong attention to detail and protocol adherence, and flexibility to respond to casual requests
• Strong interpersonal skills

Special Knowledge, Skills  Abilities:

• Excellent interpersonal, verbal, organizational, and written communication skills.
• Ability to learn new software
• Advanced computer skills including Word, PowerPoint, and Excel
• Ability to relate well and work closely with all levels of staff
• Ability to manage multiple projects simultaneously to meet deadlines.
• Maintains confidentiality
• Has good understanding of third party reimbursement policies and protocols

Classified Title: Program Coordinator
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: Commensurate with experience  
Employee group: Full Time 
Schedule: M-F 8 - 4:30 
Exempt Status: Non-Exempt 
Location: School of Medicine Campus  
Department name: SOM Sur Education Office  
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:
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.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

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

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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