We are seeking a Medical Training Program Administrator (MTPA) who must be able to work independently to provide administrative support for the two Johns Hopkins Bayview Medical Center (JHBMC) based fellowship programs, all GYN/OB residents who rotate at JHBMC, and medical students who rotate in GYN/OB at JHBMC. Under the direction and supervision of the Department of GYN/OB Administrator and the Directors of the Fellowship, Residency and medical students, individual will be responsible for assisting in the administration of the medical students, residency and fellowship programs. They will use in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. The MTPA will interact with faculty, residents, fellows, medical students and institutional/regulatory administrative offices as directed by the Program Administrator. This position will also support other administrative efforts and special projects as needed.

Specific Duties & Responsibilities

Fellowship Programs Support

• Develops expertise and knowledge of regulations and standards as defined by regulatory organizations (ACGME program policies, as well as compliance with Residency Review Commission and the Johns Hopkins Institutional guidelines).
• Assist with the dissemination of Annual ACGME fellowship and faculty surveys.
  
• Assists with implementing ACGME, institutional and program policies.
  
• Assist in ensuring training programs remain in compliance with said policies and standards.
  
• Assist with designing and developing processes to assure compliance, including design, development and implementation of reliable measurement tools, and documentation systems to provide evidence of compliance.
  
• Assist with monitoring compliance for certain JHU and JHBMC training courses.
  
• Assist with the preparation and maintains/monitors confidential fellows files. Request and monitor receipt of preceptors’ rotation evaluations.
  
• Enters and updates fellows’ clinical schedules and time off requests into the provider scheduling software, Qgenda.
  
• Updates New Innovations with conference schedules and send out invites in outlook calendar.
  
• Managing entries of new residents, fellows, faculty and staff.
  
• Entering yearly fellow rotations.
  
• Creating and scheduling fellow and program evaluations.
  
• Enter Yearly Curriculum.
  
• Create and Schedule semi-annual review along with fellow portfolio.
  
• Enter fellow milestones.
  
• Updates and maintains ACGME Accreditation Database and assists with managing distributions of surveys.
• Assist with updating GME Track.
  
• Schedule and Manage Program Meetings and weekly conferences.
  
• Schedule Fellow Semi-annual Reviews, Fellow Mentor meetings, Fellow Exit Meetings, and PEC (Program Evaluation Committee).
  
• Program meetings/events.
  
• Assists the Fellowship Program Directors with data collection and dissemination of materials for the CCC meetings.
  
• Schedules lecture halls/conference rooms, AV equipment and services for meetings and lectures.
  
• Assist with managing conference attendance and surveys.
  

Recruitment of Fellows

• Assist with the interview process; including planning and arranging of interview day, social activities, takes notes and sends correspondence on behalf of the program.
  
• Prepares and sends applicant pre and post interview information.
  
• Works with ERAS during fellowship interview season.
  
• Distributes applicant electronic files to faculty interviewers.
  
• Maintains current knowledge of institutional policies/procedures regarding medical staff and fellowship applicants.
  
• Assist with sharing information for applicants and advises Program Directors in matters relating to special applicant issues.
  
• Ensures that all logistics related to interview process reflect well on institution.

Onboarding and Credentialing of Fellows

• Assists with the appointment process of all fellows, consisting of appointment initiation, reappointments, and terminations.
  
• Assists with the hiring process with all matched applicants, including all necessary paperwork required by the hospital and university.
  
• Assists with drafting correspondence and revising forms and departmental procedures necessary for appointment and reappointment.
  
• Distributes contracts and/or offer letters for fellows. The contracts and/or offer letters are individually tailored to each trainee with salary level and vacation time.
  
• Assists with processing all appointments to completion, ensuring that all fellows are properly credentialed.
  
• Assists with status change forms for personnel as appropriate.
  
• Assist with the arranging of fellowship certification courses, including ACLS.
  
• Assist with developing orientation schedule for trainees, which includes developing/updating/coordinating/presenting administrative overview. Schedules speakers for clinical and academic-related overview.
  
• Timely turn-over of files for credentialing, procure lab coats, badge access, parking, Epic, New Innovations etc.
  
• Orders and sets up meals, prepares handouts for in-person orientation days for fellows and faculty.
  

Departmental Support

• Provides administrative support to the Program Directors (PD), Associate and Assistant Program Directors (APDs), Chief Residents, and Resident and Medical Training Program Manager.
  
• Provides general office support such as phone coverage, conference room scheduling, catering orders, AV coordination, purchasing, records control, problem solving and other administrative activities for a department/division.
  
• Supports administrative scheduling needs for program staff.
  

Financial & Payroll Support

• Process invoices and travel reimbursements for fellows and other providers through Concur. Ensures expenses remain within the funds allocated.
  
• Tracks and monitors fellowship didactics and courses.

• Bachelor's Degree.
• Four years related administrative experience.
• Additional education may substitute for required experience and additional experience may substitute for required education, to the extent permitted by the JHU equivalency formula.

• Knowledge of New Innovations, ACGME ADS Database/case log Data.

Classified Title: Medical Training Program Administrator 
Role/Level/Range: ACRP/03/MC  
Starting Salary Range: $48,000 - $84,100 Annually ($66,031 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 8:00am - 4:30pm 
Exempt Status: Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM OB GYN Bay Gynecology Obstetrics Bay  
Personnel area: School of Medicine