The Department of Psychiatry is seeking a Medical Training Coordinator to perform as an integral team member of the education division and provide support in administering large and complex clinical training programs and all related educational activities for the department, including the Psychiatry Core Clerkship, the Psychiatry Residency Program, and experiential learners (premed/preclinical medical students) rotating with the department.
Specific Duties & Responsibilities
First line of communication for students and residents regarding logistical matters. Provide support via email and telephone.
First line of communication for faculty regarding logistical matters such as scheduling didactics and evaluations. Provide support via email and telephone.
Communicate with the Johns Hopkins University School of Medicine (JHUSOM) Registrar and other undergraduate medical education (UME) and graduate medical education (GME) staff.
Attend all clerkship coordinator meetings through the JHUSOM and assist the Medical Training Program Manager with implementing asks from this workgroup.
Coordinate placements of all clerkship students into inpatient and consultation sites.
Schedule and coordinate didactic sessions for students and residents (including room scheduling and faculty communication)
Communicate with clinic rotation sites for students and residents.
Coordinate with administrators of separate hospital sites (Johns Hopkins Bayview Medical Center and Johns Hopkins Howard County General Hospital)
Coordinate visiting medical students and sub-interns rotating in the department (scheduling, assisting with Hopkins-specific logistics like badges and parking, credentialing, coordinating evaluations)
Filling in as the administrative face of the residency when the Program manager is away.
Database & Data Collection Responsibilities
Oversee the JHUSOM Oasis database for the clerkship including registering students in the official roster and maintaining a detailed clerkship schedule in the system.
Oversee the New Innovations database for the clerkship and residency including management of evaluations for the clerkship, faculty, residents, and students.
Following up with medical students and residents to ensure duty hours reporting compliance using Qualtrics or New Innovations systems.
Oversee the Blackboard clerkship site including maintenance of schedules, didactics, recordings, assignments, and student viewing of grades.
Assist in the tabulation of annual reports to the residents, faculty, departmental educational committee, and department chair.
Assist in ongoing data collection of clerkship metrics for internal and external evaluation committees (e.g. Liaison Committee on Medical Education [LCME] and the JHUSOM Student Assessment and Program Evaluation [SAPE])
Maintenance of attendance records for the resident and medical student seminars.
Track completion of medical student and resident requirements.
Other Duties Necessary for Operations of Clerkship & Residency
Assist with any special event planning.
Order luncheons for clerkship and residency events.
Receive and distribute clerkship-specific mail, faxes, or email correspondence.
Order appropriate supplies and maintain technological resources.
Prepare handouts and training materials.
Maintain files including storage and retrieval of prior student and resident records.
Coordinate orientation activities for residents and clerkship students.
Proctor for standardized clerkship examinations and residency exams.
Special Knowledge, Skills, & Abilities
Ability to work independently.
Ability to work with information of a sensitive and confidential nature.
Attention to detail is a must. Good proofreading skills.
Excellent oral communication skills to deal effectively within and outside the department.
Skilled in computer programs such as Microsoft Word, Outlook, PowerPoint, and Excel.
Enthusiasm and willingness to learn about the work of the department as well to acquire new technical skills as needed.
Creative problem-solving skills and ability to work independently.
Excellent organizational skills to work effectively in an environment that requires flexibility and balancing multiple assignments and meeting various concurrent deadlines.
The candidate must then have the ability to build professional relationships with students, fellows, staff, and faculty within the division, department, and university from diverse cultures and approach all with a caring, empathic attitude.
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, to the extent permitted by the JHU equivalency formula.
Minimum of 2 years of college preferred.
Additional education may substitute for some experience.
Classified Title: Medical Training Coordinator Job Posting Title (Working Title): Medical Training Coordinator Role/Level/Range: ATO 40/E/02/OE Starting Hourly Pay Rate Range: Min $18.00 - Max $33.50 HRLY ($25.75/hour targeted; Commensurate with experience) Employee group: Full Time Schedule: M - F, 8:30am - 5:00pm Exempt Status: Non-Exempt Location: Hybrid Department name: 10003130-SOM Psy General Psychiatry Personnel area: School of Medicine
Total Rewards The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/
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.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
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