Medical Training Program Administrator
Company: Johns Hopkins University
Posted on: January 27, 2023
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
Specific Duties & Responsibilities:
Emergency Medicine Core Clerkship:
- Coordinate all medical student educational activities, maintain
organization and records for the program and other departmental
- 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
- 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
- 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
- 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
- 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
- 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
- Regularly attend Clerkship Administrators meetings at the SOM
and participate actively in programmatic initiatives generated by
- 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
- 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
- Prepare and maintain student folders for mid-clerkship
- 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
- Coordinate access to ED clinical spaces
- Assist with organizing Orientation and didactic
- Coordinate application process and onboarding for the
Underrepresented Minority Scholarship Program.
- Ensure all Advanced Clerkship requirements are completed by
- 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.
- 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
- Familiarity with SAP and internal Hopkins systems
- 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
- 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
- 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.
- While performing the duties of this job, the employee may
remain in a stationary position (sitting) up to 70% of the
- 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
- 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.
- 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
Starting Salary Range: $45,650 - $62,850 annually (commensurate
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 email@example.com. 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
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.
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Keywords: Johns Hopkins University, Baltimore , Medical Training Program Administrator, Healthcare , Baltimore, Maryland
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