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Medical Training Program Administrator

Company: Johns Hopkins University
Location: Baltimore
Posted on: January 27, 2023

Job Description:

Medical Training Program Administrator
The Department of Emergency Medicine is seeking a Medical Training Program Administrator who must be able to work independently to coordinate all the medical student educational activities for the department inclusive of but not limited to the Core Clerkship and the Advanced Clerkship in Emergency Medicine. The candidate will use in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs.

This position will be interacting regularly with the Registrar's office, Office of Medical Student Affairs, Office of Student Curriculum, Office of Assessment and Evaluation, other clerkship coordinators and administrators, medical students, teaching faculty, residents, and support staff in carrying out program activities. The position will be directly supervised by the Clerkship Director of Emergency Medicine, and reports to the Medical Training Program Manager and the Vice Chair for Education.

Specific Duties & Responsibilities:

Emergency Medicine Core Clerkship:

  • Coordinate all medical student educational activities, maintain organization and records for the program and other departmental activities.
  • Regularly communicate with students regarding logistics and requirements of the course, including, clinical evaluations, duty hours and patient logging.
  • Requires knowledge of course objectives and standards for performance.
  • Organize and maintain the Blackboard(or equivalent system), Oasis, Patient Tracker, New Innovations, Qualtrics and the department share files throughout the academic year keeping all information and documentation up to date.
  • Provide administrative support for the clerkship director in matters relating to the clerkship, and function as their representative at committee meetings when needed.
  • Proficient in problem recognition and resolution by evaluating student inquires and providing competent answers pertaining to the clerkship, at times independently.
  • Assist faculty members in managing daily operations of the clerkship or clinical course, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise.
    • Prepare and organize materials for PRECEDE, Orientation, and required Mid-clerkship meetings. Assist with preparation of other clinical course materials as needed, including Didactic schedules, clinical schedules, and interaction with the Lecturio video-based learning platform.
    • Manage the needs of each individual teaching session and ensure that simulation didactics are set up for each session. Monitor teaching calendar and Outlook invitations for faculty involved in the course.
    • Attend teaching sessions that take place in the simulation center to serve in the role of faculty support.
    • Assist with all technology and simulation materials needed for lectures including being proficient with Zoom, Microsoft Teams and other multimedia modalities.
    • Compile mid-clerkship documentation for Clerkship Directors. Ensure students have access to their files using OneDrive.
    • Administer, coordinate and proctor National Board of Medical Examiners (NBME) shelf examinations or other required examinations at course completion.
      • Learn and use New Innovations to manage faculty and student evaluations daily and maintain evaluation return and ensure their completion by residents, faculty, and students. Process trainee performance reports, calculate grades, and data collection. Review evaluations prior to releasing to respective groups.
      • Monitor the student formative and summative evaluation process and maintain complete and accurate student files. Tabulate course evaluation results after each session and summarize results for the course director.
      • Notify course director of any performance red flags or discrepancies. Review narrative comments for concerns and bring the attention of these concerns to the course director(s).
      • Prepare data analysis reports and assist in development of quarterly and annual reports for the SOM as well as for clerkship leadership. Prepare monitoring data to the Dean's office as well as for the SAPE committee review.
      • Assist report preparation at other intervals depending on the needs of the department.
      • Know the medical school calendar and courses offered.
      • Serve as the primary contact for the Simulation Center regarding all simulation-based activities, including schedules, reviewing change requests and ensuring appropriate materials are present to run simulation activities.
      • Maintain all student records in a confidential manner that complies with FERPA.
      • Prepare materials for Student Promotions Committee, EPCC, and SAPE files.
      • Administrative participation in the preparation of Liaison Committee on Medical Education (LCME) accreditation materials.
      • Interpret, understand and be able to communicate institutional policies and procedures to students, residents and faculty
      • Ensure all students regardless of site have appropriate access for parking, badge, scrubs and other resources that may be needed.
      • Regularly attend Clerkship Administrators meetings at the SOM and participate actively in programmatic initiatives generated by this group.
      • Coordinate special projects for the Clerkship Director or other student related projects for other faculty members.
      • Manage ED Observation program and approvals for JHH and Bayview Emergency Department and ensures no conflict exists with core student training program.
      • Maintain records for faculty completion of Clerkship EVU hours.
      • Collect evaluation data from medical students to award faculty and residents for exceptional teaching.

        Advanced Clerkship in Emergency Medicine:
        • Function as the first-contact liaison to students, faculty, residents, and school administration for any issues or questions relating to the Advanced Clerkship, JHU and Visiting students.
        • Organize and maintain the Advanced Clerkship and Blackboard site used by students.
        • Work with the Registrar's Office to coordinate student enrollment in the advanced clerkship including reviewing and ensuring completion of application materials.
        • Maintain evaluations generation and completion on the Qualtrics platform.
        • Prepare and maintain student folders for mid-clerkship meeting.
        • Provide support to the students in completing all required credentialing forms, including confidentiality agreement, HIPPA forms, and EPIC training.
        • Responsible for ensuring that all documentation is completed and submitted to the Medical Staff Office by the specified deadlines.
        • Coordinate access to ED clinical spaces
        • Assist with organizing Orientation and didactic conferences.
        • Coordinate application process and onboarding for the Underrepresented Minority Scholarship Program.
        • Ensure all Advanced Clerkship requirements are completed by students.

          Administrative Support:
          • Provides administrative support to the Clerkship Director (CD) and Associate/Assistant Clerkship Director (ACD), as well as the Medical Training Program Manager as needed.
          • Maintains complex schedules, makes travel arrangements and drafts correspondence for CD/ACDs.
          • Orders office supplies, medical student clerkship supplies and equipment through SAP.

            General Office Support:
            • 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, center or other organizational unit

              Minimum Qualifications (Mandatory):
              • Bachelor's Degree required.
              • Four years of related experience.
              • Additional education may substitute for experience, to the extent of JHU equivalency formula.*

                * JHU Equivalency Formula: 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.

                ** 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.

                Preferred Qualifications:
                • Previous higher education setting experience preferred.
                • Advanced degree helpful.

                  Special Knowledge, Skills & Abilities:
                  • The appropriate candidate for this position will perform duties of a sensitive and confidential nature.
                  • A caring and empathetic attitude is a must.
                  • This position requires a lot of independent thinking and creative problem solving.
                  • Strong communication, organizational, and computer skills required.
                  • Familiarity with SAP and internal Hopkins systems desirable.
                  • Must be proficient using Microsoft Office products, including Outlook, Word, Excel and PowerPoint. Comfortable using various electronic data management formats - databases, websites, etc.
                  • The appropriate candidate must demonstrate the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
                  • The candidate must the have ability to build professional relationships with faculty, fellows, and staff within the division, department, and university.
                  • Demonstrated commitment to the SOM and departmental diversity policies.
                    • Working understanding of medical simulation education.
                    • Familiarity with the curriculum development process.
                    • Ability to write and communicate clearly.
                    • Commitment to working with a diverse group of faculty, staff and students.
                    • Understanding of cultural humility as applied to the Johns Hopkins School of Medicine, Hospital and surrounding community.

                      Technical Qualifications or Specialized Certifications:
                      • Encouraged to attend the Council of Residency Directors (CORD) education conference as able.
                      • Opportunities for professional development, such as presenting at CORD, chairing various committees, etc.

                        Physical Requirements:
                        • While performing the duties of this job, the employee may remain in a stationary position (sitting) up to 70% of the time.
                        • May be required to traverse throughout the office and various buildings for events or to retrieve or deliver supplies, documents, or other materials from other locations on campus.
                        • During peak program times, additional walking may be required throughout our large campus.
                        • The employee is required to operate computer keyboard frequently throughout the day and for prolonged periods.
                        • Prolonged vision requirements including viewing computer screen, paper reports/documents.
                        • While this position will be primarily at a desk in an office setting, work can occur within or near the Emergency Medicine clinical area, in medical school buildings or in the Johns Hopkins simulation center.
                        • May transport equipment and supplies usually less than 40 pounds from one area to another (in the office or on campus). In some areas workspace is confined.

                          Additional Information:
                          • This is currently a hybrid position with both remote and in-person (Baltimore, MD) responsibilities, subject to change.
                          • Staff may be required to complete annual competency review, and must insure compliance with Hospital Policy, Laboratory Policy & Procedure, Health, Safety & Environment regulations, and all applicable privacy & confidentiality laws/practices.
                          • During certain times of the academic calendar the workload may vary and advanced notice will be preferred for leave during these times when possible.
                            • During peak program times (June-July) and (October-January) work deadlines are critical - extended leave during these times may be less flexible.

                              Classified Title: Medical Training Program Administrator
                              Role/Level/Range: ACRP/03/MC
                              Starting Salary Range: $45,650 - $62,850 annually (commensurate with experience)
                              Employee group: Full Time
                              Schedule: M-F; 8:30AM-5PM
                              Exempt Status: Exempt
                              Location: Hybrid/School of Medicine Campus
                              Department name: SOM Em Med General Administration
                              Personnel area: School of Medicine

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

                              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 HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.

                              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 and all other JHU applicants should visit

                              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.

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

                              EEO is the Law
                              Learn more:

                              To apply, visit


Keywords: Johns Hopkins University, Baltimore , Medical Training Program Administrator, Healthcare , Baltimore, Maryland

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