This position manages the financial and the operational activities of the Department of Medicine (DOM) Office of Education, including the internal medicine residencies, urban health training (including medicine-pediatrics), student clerkships, and faculty development. The majority of the responsibilities are to manage the operations and finances of the Osler Medical Residency. Additional responsibilities include oversight of the Bayview residency program, medical student educational activities for the DOM, medical grand rounds at Johns Hopkins Hospital (JHH) and Johns Hopkins Bayview Medical Center (JHBMC), and collaborative educational programming between educational programs at JHH and JHBMC. The manager will also be responsible to create and manage ‘shared services’ where possible between the different residency and fellowship programs, and serve as a resource for fellowship program coordinators.
This position will be supervised primarily by the Vice Chair for Education and the Academic Administrator in the DOM. The residency program directors and Associate Vice Chair for Education will have indirect oversight of this role. He/she will work as part of the management team to ensure seamless communication and implementation of the educational programs. This position will have involvement with medical students, residents, faculty and staff in carrying out program activities consistent with program goals. The Manager must be able to exercise sound judgment and creativity in carrying out program activities and bring skillful, fiscally responsible management to the DOM pursuit of its educational mission. The Manager must be able to prospectively plan and manage workflow of all activities in the office.
Specific Duties & Responsibilities:
Oversight of the Internal Medicine Residencies (Osler and Bayview):
Management: The person will directly manage the residency administrative team. This includes direct supervision of the residency administrator and residency coordinator. They will also work closely with the senior administrative coordinator for the residency director.
Residency Operations: The person will oversee the residency administrative team to ensure all operations are effective and efficient. This includes management of work flow through the academic year, anticipating increases in activity that are predictable, and rearranging resources as needed in response to unexpected activities. Advises housestaff regarding program and university policies, deadlines, or other issues in collaboration with director.
Residency Recruitment: The person will oversee and manage the residency program administrative team during recruitment. They will be directly responsible to oversee the budget for recruitment. They will also be responsible to ensure essential deadlines are met for the process. They will also, with the Director, help develop strategies to meet relevant recruitment goals for the residency program. They will help the Director analyze operations, efficiency and outcomes of the recruitment process. In conjunction with the program administrators, create and maintain individual portfolios for all trainees to include credentialing documentation, evaluations, compliance reports and other related materials. Manages databases for applicants and trainee.
Accreditation: Develops expertise and knowledge of regulations and standards of the Accreditation Council for Graduate Medical Education (ACGME), and National Residency Match Program (NRMP). Collaborates with the Director and residency program administrative team to ensure the training program remains in compliance. Prepare and/or oversee preparation of extensive files/statistics for accreditation purposes of periodic review by regulatory organizations.
GMEC: Maintain and oversee all administrative requirements with the JHUSOM Graduate Medical Education Council. This includes management of credentialing, contracting, and human resources for all residency trainees.
Financial: Develop house staff fiscal operating budget for submission to the DOM and SOM. Manage and oversee all financial expenditures to the house staff budget for the DOM. Identify opportunities for shared costs between all training programs (e.g. social events). Oversee the travel and supplies reimbursements for the ACS, Firm Faculty leaders, Associate Program Directors and House Staff for all program related expenses. Manages and tracks budgeted allocations by person where required. Work with peer institutions (Med Star) on billing of grand rounds speakers, as well as administrative fees.
ACS and Firm Faculty Billing and Financial Model: Oversee the operations and finances of the Firm Faculty model. This includes compensation for all program leaders, including coaches and other coverage situations. Oversees in coordination with the DOM Billing Office, the ACS and House Staff charge capture billing procedures. Works with Administrative Resident to reconcile billed days versus worked days to ensure all encounters are properly billed.
Facilities / Electronics: Ensure all residency related facilities meet relevant standards. This includes work rooms, conference rooms, and call rooms. It also includes maintenance of all electronic audio visual equipment in training program rooms, including computers and projectors. This person will also ensure electronic resources for the program are operating effectively (e.g. OneNote). Oversees all electronic house staff contracts (computers, Zoom rooms). Ensures that audio/visual needs are met for conferences, grand rounds, etc.
ACS On-boarding: Be responsible to ensure all paperwork and processes needed for ACS’ to start seeing patients on July 1 of each academic year. This includes faculty offer letters, credentialing, licensing and on-boarding (e.g. ACS Boot Camp). Oversight and management of moving expenses for incoming/outgoing ACS team.
Orientation: Oversee the administrative team in organizing intern orientation.
Evaluations: Oversee administrative team in evaluation processes. This includes having working knowledge of the relevant platforms (e.g. New Innovations).
Osler Connection / Alumni Network: The manager will be responsible for maintaining a current and active alumni database. This will include management of the Osler Connection website and other relevant databases.
Osler Board: Serve as a liaison to the Development Office for any educational content needed for the Osler Advisory Board. This may include providing documents or contacts of residents.
Essential Job Functions – Medical Students
Operations: Oversight of the medical student coordinator in all duties of the Basic and Advanced Medical Clerkships. Interfaces regularly with the Directors of the Basic and Advanced Medical Clerkships in order to facilitate seamless operations of medical student courses.
Financial: Develop and manage clerkship support budget.
Essential Job Functions – Other Educational Roles
Residency Collaboration Council: Manages the RCC to coordinate the collaborative efforts across the Osler and Bayview residencies. This council will meet quarterly and discuss and implement activities across campuses. These will include but not be limited to rotation exchanges, Pathways, community engagement and well-being.
Pathways: The manager will be responsible to ensure Pathways Directors are supported in their activities and are collaborating across residency campuses. The manager will ensure proper salary support is allocated for effort.
Website: Maintains and updates the all educational content on the DOM website (with a web administrator).
Annual Education Retreat and Periodic Strategic Planning: Oversee the planning and organization of the annual education retreat. Oversee the five-year strategic planning process for the Office of Education.
Fellowship Oversight: The manager will work with the central fellowship coordinator to find opportunities for collaborative activities and shared services.
Professional Development: Participate in institutional, departmental, community, or national meetings in medical education. Attend the ongoing professional development programs and will remain informed about current academic trends.
International electives and residents: Oversee rotations for our residents internationally and for international residents to visit us through collaboration with Johns Hopkins International. Interface with the SOM Office of International Services to manage visa requirements for trainees.
Scope of Responsibility:
Knows and implements the formal and informal policies, procedures and practices necessary to conduct the normal function of an administrator in a clinical division, ensuring compliance with policies & procedures for financial operations, credentialing, compliance, and other duties as assigned.
Cooperates within a large team of administrative and faculty personnel to get the job done efficiently and harmoniously.
Is sensitive to the critical role of the position and its potential impact on the academic success of the Division.
Minimum Qualifications (mandatory):
Bachelor’s degree required
Requires minimum of five years of related administrative experience. Additional experience may substitute, to the extent of JHU equivalency formula.
Master’s Degree preferred.
Experience in an academic or medical institution preferred.
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.
Special Knowledge, Skills, and Abilities:
Must demonstrate strong critical thinking skills and ability to exercise independent administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service.
Must demonstrate the ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
Must have ability to build professional relationships with faculty, residents, fellows, and staff within the division, department, and university.
Very strong organizational skills, attention to detail, and self-motivation.
Excellent written and verbal communication skills.
MS Office, SAP (including supply orders, online payment requests, travel reimbursements), ACGME WebADS, ABIM Fastrack, Qualtrics
Ability to stand, walk or sit for an extended period of time
Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
Ability to see within normal parameters
Ability to hear within normal range
Ability to lift 15 pounds
This description is a general statement of required duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Classified Title: Medical Training Program Manager Working Title: DOM Office of Education Manager Role/Level/Range: ACRP/04/ME Starting Salary Range: $60,945-$83,865 Employee group: Full Time Schedule: Monday-Friday/8:30am-5:00pm/37.5 hours Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002802-SOM DOM Education and Housestaff Personnel area: School of Medicine
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