Medical Training Coordinator

The Department of Psychiatry seeks a Medical Training Program Coordinator to perform as an integral team member of the education division and provide support in administering large and complex clinical training programs and all related educational activities for the department, including Psychiatry Residency Program, and Geri Fellowship, and experiential learners (premed/preclinical medical students) rotating with the department.

Essential skills include the ability to provide accurate, timely and courteous service to current and prospective residents, faculty, preceptors and other university staff and residents, as well as the ability to work as a member of a team with moderate to minimal supervision.

The position will be supervised by the Medical Training Program Manager and will collaborate with the Psychiatry Education Office leadership.

Specific Duties & Responsibilities

Communication Responsibilities

• First line of communication for students and residents regarding logistical matters. Provide support via email and telephone.
• First line of communication for faculty regarding logistical matters such as scheduling didactics and evaluations. Provide support via email and telephone.
• Communicate with the Johns Hopkins University School of Medicine (JHUSOM) Registrar and other undergraduate medical education (UME) and graduate medical education (GME) staff.
• Attend all clerkship coordinator meetings through the JHUSOM and assist the Medical Training Program Manager with implementing asks from this workgroup.
• Coordinate placements of all clerkship students into inpatient and consultation sites.
• Schedule and coordinate didactic sessions for students and residents (including room scheduling and faculty communication).
• Communicate with clinic rotation sites for students and residents.
• Coordinate with administrators of separate hospital sites (Johns Hopkins Bayview Medical Center and Johns Hopkins Howard County General Hospital).
• Coordinate visiting medical students and subinterns rotating in the department (scheduling, assisting with Hopkins specific logistics like badges and parking, credentialing, coordinating evaluations).
• Filling in as the administrative face of the residency when the Program manager is away.

Database and data collection responsibilities

• Oversee the JHUSOM Oasis database for the clerkship including registering students in the official roster and maintaining a detailed clerkship schedule in the system.
• Oversee the New Innovations database for the clerkship and residency including management of evaluations for the clerkship, faculty, residents, and students.
• Following up with medical students and residents to ensure duty hours reporting compliance using Qualtrics or New Innovations systems.
• Oversee the Blackboard clerkship site including maintenance of schedules, didactics, recordings, assignments, and student viewing of grades.
• Assist in the tabulation of annual reports to the residents, faculty, departmental educational committee, and department chair.
• Assist in ongoing data collection of clerkship metrics for internal and external evaluation committees (eg, Liaison Committee on Medical Education [LCME] and the JHUSOM Student Assessment and Program Evaluation [SAPE]).
• Maintenance of attendance records for the resident and medical student seminars.
• Track completion of medical student and resident requirements.

Other Duties necessary for Operations of Clerkship and Residency

• Assist with any special event planning.
• Order luncheons for clerkship and residency events.
• Receive and distribute clerkship specific mail, faxes, or email correspondence.
• Order appropriate supplies and maintain technological resources.
• Prepare handouts and training materials.
• Maintain files including storage and retrieval of prior student and resident records.
• Coordinate orientation activities for residents and clerkship students.
• Proctor for standardized clerkship examinations and residency exams.

Special Knowledge, Skills, & Abilities

• The candidate must the have ability to build professional relationships with students, fellows, staff and faculty within the division, department, and university from diverse cultures and approach all with a caring, empathic attitude.
• Excellent organizational skills to work effectively in an environment that requires flexibility and balancing multiple assignments and to meet various concurrent deadlines.
• Creative problem-solving skills and ability to work independently.
• Enthusiasm and willingness to learn about the work of the department as well to acquire new technical skills as needed.
• Skilled in computer programs such as Microsoft Word, Outlook, PowerPoint, and Excel.
• Excellent oral communication skills to deal effectively within and outside the department.
• Ability to work independently.
• Ability to work with information of a sensitive and confidential nature.
• Attention to detail a must. Good proofreading skills.
• Excellent oral communication skills to deal effectively within and outside the department.
• Skilled in computer programs such as Microsoft Word, Outlook, PowerPoint, and Excel.
• Enthusiasm and willingness to learn about the work of the department as well to acquire new technical skills as needed.

• High School Diploma or graduation equivalent preferred.
• Three years of office administration experience, preferably in a healthcare and/or education setting.

Classified Title: Medical Training Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($54,080 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30am - 5:00pm
FLSA Status:Non-Exempt
Location:Hybrid/School of Medicine Campus
Department name: SOM Psy General Psychiatry
Personnel area: School of Medicine