Medical Training Program Administrator (Emergency Medicine)

Overview The Department of Emergency Medicine is seeking a Medical Training Program Administrator who can work independently to coordinate all medical student educational activities for the department, including the Core Clerkship and 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 interfaces 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. The position is supervised by the Clerkship Director of Emergency Medicine and reports to the Medical Training Program Manager and the Vice Chair for Education. 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. Maintain knowledge of course objectives and standards for performance. Organize and maintain the Blackboard (or equivalent system), Oasis, Patient Tracker, New Innovations, Qualtrics, and department share files throughout the academic year, keeping information up to date. Provide administrative support for the Clerkship Director and represent the director at committee meetings when needed. Demonstrate problem recognition and resolution by evaluating student inquiries and providing competent answers pertaining to the clerkship, at times independently. Assist faculty in managing daily operations of the clerkship, organize and prioritize 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, including didactic and clinical schedules and interaction with Lecturio. Manage the needs of each teaching session and ensure simulation didactics are set up for each session. Monitor teaching calendar and Outlook invitations for faculty involved in the course. Attend teaching sessions in the simulation center to serve in a faculty support role. Assist with technology and simulation materials for lectures and be 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 NBME shelf examinations or other required examinations at course completion. Learn and use New Innovations to manage faculty and student evaluations, maintain evaluation return, and ensure completion by residents, faculty, and students. Process trainee performance reports, calculate grades, and collect data. Review evaluations prior to release 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 the course director of any performance red flags or discrepancies. Review narrative comments and bring concerns to the course director(s). Prepare data analysis reports and assist in developing quarterly and annual reports for the SOM and clerkship leadership. Prepare monitoring data for the Dean's office and the SAPE committee review. Assist with report preparation at other intervals as needed by the department. Know the medical school calendar and courses offered. Serve as the primary contact for the Simulation Center for all simulation-based activities, including schedules, reviewing change requests, and ensuring materials are present to run simulations. Maintain all student records confidentially in compliance with FERPA. Prepare materials for Student Promotions Committee, EPCC, and SAPE files. Participate administratively in LCME accreditation materials preparation. Interpret, understand, and effectively communicate institutional policies and procedures to students, residents, and faculty. Ensure all students have appropriate access to parking, badges, scrubs, and other resources, regardless of site. Attend Clerkship Administrators meetings at the SOM and participate in programmatic initiatives from this group. Coordinate special projects for the Clerkship Director or other student-related projects for faculty members. Manage the ED Observation program and approvals for JHH and Bayview Emergency Departments, ensuring no conflict with the core student training program. Maintain records for faculty completion of Clerkship EVU hours. Collect evaluation data from medical students to recognize exceptional teaching for faculty and residents. Advanced Clerkship in Emergency Medicine Act as the first-contact liaison to students, faculty, residents, and school administration for issues related to the Advanced Clerkship, JHU, and Visiting students. Organize and maintain the Advanced Clerkship and Blackboard site used by students. Collaborate with the Registrar's Office to coordinate student enrollment in the Advanced Clerkship, including reviewing and ensuring completion of application materials. Maintain evaluation generation and completion on the Qualtrics platform. Prepare and maintain student folders for mid-clerkship meetings. Support students in completing credentialing forms, including confidentiality agreements, HIPAA forms, and EPIC training. Ensure all documentation is completed and submitted to the Medical Staff Office by deadlines. Coordinate access to ED clinical spaces. Assist with organizing orientation and didactic conferences. Coordinate application processes and onboarding for the Underrepresented Minority Scholarship Program. Ensure all Advanced Clerkship requirements are completed by students. Administrative & General Office Support Provide administrative support to the Clerkship Director (CD) and Associate/Assistant Clerkship Director (ACD), as well as the Medical Training Program Manager as needed. Maintain complex schedules, arrange travel, and draft correspondence for CD/ACDs. Order office supplies, clerkship supplies, and equipment through SAP. General Office Support Provide general office support such as phone coverage, conference room scheduling, catering, AV coordination, purchasing, records control, problem solving, and other administrative activities for the department/division. Special Knowledge, Skills & Abilities Will perform duties of a sensitive and confidential nature. Caring and empathetic attitude is essential. Requires independent thinking and creative problem solving. Strong communication, organizational, and computer skills are required. Familiarity with SAP and Hopkins systems is desirable. Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with various electronic data management formats. Ability to manage multiple tasks simultaneously and meet concurrent deadlines. 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 and curriculum development. Ability to write and communicate clearly and to work with a diverse group of faculty, staff, and students. Understanding of cultural humility as applied to Johns Hopkins School of Medicine, Hospital, and community. Technical Qualifications or Specialized Certifications: encouraged to attend CORD education conference; opportunities for professional development (e.g., presenting at CORD, chairing committees). 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. Additional Information May traverse throughout the office and buildings for events or to retrieve or deliver supplies or documents. Primarily office-based, with potential work near the Emergency Medicine clinical area, medical school buildings, or the Johns Hopkins simulation center. May transport equipment and supplies typically under 40 pounds. Staff may be required to complete annual competency reviews and ensure compliance with Hospital, Laboratory, Health, Safety & Environment regulations and privacy laws. Workload may vary during academic calendar; advance notice for leave is preferred when possible. During peak program times (June-July) and (October-January) deadlines are critical; extended leave during these times may be less flexible. Minimum Qualifications Bachelor's Degree Four years of related administrative experience Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, per the JHU equivalency formula. #J-18808-Ljbffr Inside Higher Ed