Medical Training Program Manager

Job Req ID: 113558

Medical Training Program Manager

The Gynecology and Obstetrics Department is seeking a Medical Training Program Manager who will work in conjunction with the Program Director and will share in the implementation and compliance of all aspects of the management and administration of the residency program in the department under the direct oversight of the Program Director. This role performs duties including but not limited to the administration and management of the program as well as planning and coordinating academic, operational, and financial activities of the residency program; assist in the development, implementation and ongoing compliance with the program's goals and objectives, monitor and bring to attention any changes in national requirements, and provide sound guidance and advice regarding significant residency program issues.

Total number of residents = 36

Specific Duties & Responsibilities

• Provide management assistance to Program Director, Assistant/Associate Program Director, other faculty, residents, & other departmental staff by contributing clarification of organizational and departmental policies, standards, operational procedures, and guidelines.

• Provide leadership and guidance in conjunction with the Director for the overall operation of the Residency Program.

• Must maintain a current and fluent knowledge of current rules, regulations and institutional resident training and compliance requirements.

• Ensure program compliance with the ACGME Residency Review Committee and the requirements for institutional, core and program requirements, American Board of OB/GYN, NRMP, Institutional and other regulatory requirements in order to ensure continued program accreditation.

• Organizes Internal Review with the institution's GME office.

• Prepares documentation and facilitation for site visits when applicable.

• Maintains database to ensure appropriate certifications and licensures are maintained and not expired.

• Participate in the acquisition, reporting and input of Milestone data to the ACGME.

• Oversee the ACGME faculty and resident surveys, assure compliance in completion and report to the Program Evaluation Committee (PEC).

• Updates all scholarly activity of residents and faculty and inputs into ADS.

• Represent the department on required hospital/institutional/national committees at the discretion of the Director of the Department and/or Residency Program Director.

• Responsible for downloading, screening and, together with Program Director, selecting resident applications from ERAS program. Total applicants to program (2019) = 855; 90applicants selected for interviews annually.

• Participate in the creation, design and publishing of all recruitment/marketing material sent to prospective residents.

• Responsible for implementing all aspects of the residency interview, ranking process and post-match activities including:

• Recruiting faculty interviewers

• Preparation of application materials

• Ordering catering

• Scheduling interviews

• Disseminating information to applicants concerning schedule, hotels and travel.

• Prepare and oversees the submission of the resident applicant rank order list and assuring accuracy on NRMP site.

• Planning and implementing two weeklong new resident orientation including:

• Prep of all orientation materials

• Coordinating speakers

• Organizing the annual Intern Dinner

• Assist in the management of program operational activities.

• Ensure that educational goals and objectives are defined, disseminated and met as directed by the academic curriculum.

• Update and maintain program website.

Plan and oversee all aspects of Chief resident graduation ceremony

• Banquet planning.

• Revenue collection.

• Invitations.

• Gifts and awards.

• Providing Medical Staff Office with name and appropriate degrees for graduation certificates.

• Administer the online evaluation system, data entry and system maintenance.

Coordinate the evaluation process in New Innovations.

• Faculty evaluation.

• Program evaluation.

• Rotation evaluation by residents.

• Resident evaluation by faculty.

• Advanced practitioner of residents.

• Patient evaluation of residents (future goal).

• Procedural/surgical evaluations.

• Maintain resident files of evaluations, competencies, in-service training examinations, letters, etc.

• Create and distribute materials for semi-annual evaluations of residents by faculty mentors and track progress.

ACGME Case log tracking

• Coordinate the collection, compilation and retention of numbers and types of operative procedures performed by each resident.

• Prepare monthly updates of resident case log spreadsheet.

• Remind residents to enter cases in data tracking system.

• Update databases through APGO, ABOG, ACOG, AMA-Frieda, NRMP and ACGME annually.

• Maintains statistics for JCAHO, AAMC and ACGME/AOA directory of residency programs.

• Order and distribute lab coats, jackets, annual holiday gifts, etc. to residents.

• Assist with orchestration of RRC site visits, including preparation of statistics and data and the coordinating of site visit activities.

Organize materials for

• Clinical Competency Committee meetings (twice a year)

• Annual Program Evaluation Meeting

• Order catering for resident didactic sessions (weekly).

• Record and maintain attendance records at resident school (weekly).

• Coordination and administration of national specialty in-service examinations.

• Manage and maintain the confidential records of residents in anticipation of various audits, accreditations and future hospital credentialing for program graduates.

• In conjunction with the Program Director, design and administer the program's educational curriculum and compile necessary data for continuous quality improvement and accreditation.

• Development of new procedures in response to new or revised policies issued by governing agencies, institution or program director.

• Ensure resident education and compliance with national, hospital, departmental and program policies.

• Communicate with the Residents and the Department Leadership regarding departmental and program activities.

• Interface with the Institutional office of GME and work with the Designated Institutional Official.

• Enhance resident satisfaction/morale.

• Maintain continuing education by attendance at local, institutional and annual national resident education related meetings.

• Maintain Program Letters of Agreement for the various sites utilized by our residents to avoid expiration.

Financial

• Prepare annual contracts for residents.

• Maintain resident book fund spreadsheet and process reimbursements.

• Submits all residency program related invoices for payment via SAP.

• Maintains resident on-call meal fund.

• Ensure the department is apprised of all residencies related financial issues.

Human Resources

• Counsels staff on program, department and institutional policies and procedures.

• Completes annual performance evaluations on staff.

• Facilitates professional development for staff.

• Ensures accurate documentation of hours worked and PTO.

• Ensures timely notification to department of any pertinent issues.

• Manages alumni resident personnel database.

• Performs verification of all current and past residents.

• Notarize any applicable documents for residents, faculty, fellows and departmental staff.

• Facilitates and processes all legal documents (FMLA, name changes, loan deferment paperwork etc.) for residents.

• Facilitate and process all VISA paperwork in conjunction with our International Office, including any pertaining fees.

• Oversees Fellowship Coordinators to ensure programs are meeting ACGME requirements.

Undergraduate Medical Education

• Participates in the transition of fourth year medical students applying into GYN/OB.

• Read and critique personal statements prior to the application process.

• Advise students on the application process.

• Assist students on their decision of choosing the program that best fits their needs.

Special Knowledge, Skills & Abilities

• Must have a demonstrated ability in efficiency and time management to work under pressure in regard to meeting regular, simultaneous deadlines for various individuals, organizations and institutions.

• Must be detail-oriented to consistently ensure program and resident compliance with several regulatory entities.

• Proficient in the use of computer databases and PowerPoint, Excel, and Word.

• Skill in managing assigned projects related to education and healthcare, such as special programs and events, which require significant multitasking.

Minimum Qualifications

• Bachelor Degree required.

• Master's Degree preferred.

• Four years related administrative experience.

Preferred Qualifications

Classified Title: Medical Training Program Manager

Role/Level/Range: ACRP/04/ME

Starting Salary Range: $64,000 - $112,200 Annually ($65,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Mon

• Fri 8:00 am

• 5:00 pm

Exempt Status: Exempt

Location: School of Medicine Campus

Department name: SOM OB GYN General Administration

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.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

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:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://accessibility.jhu.edu/.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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 upon 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.

School of Medicine

• East Baltimore Campus