This position manages the operational activities of the Department of Psychiatry and Behavioral Sciences Office of Education, including the general psychiatry residencies, visiting resident rotations, basic and advanced student clerkships, and faculty development. Oversight of the residency program, medical student educational activities, and collaborative educational programming between educational programs. The manager will also be responsible to create and manage ‘shared services’ where possible between the different education programs, and serve as a resource for fellowship program coordinators. He/she will work as part of the management team to ensure seamless communication and implementation of the educational programs. This position will interact with medical students, residents, resident alumni, faculty, staff, central administrative staff in the Graduate and Undergraduate Medical Education offices, and administrative counterparts in other institutions, 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 department’s 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
Duties and Responsibilities for Residency Training Program:
Management: The person will directly manage the residency administrative team. This includes direct supervision of the education office’s administrative coordinator.
Residency Operations: The person will oversee the residency administrative team to ensure all operations are effective and efficient. This includes management of workflow through the academic year, anticipating increases in activity that are predictable, and rearranging resources as needed in response to unexpected activities. Advises house staff regarding program and university policies, deadlines, or other issues in collaboration with the Program Director and Associate Program Director. Ensures didactic schedules for house staff are organized and communicated clearly.
Residency Recruitment: Oversee and manage the residency program administrative team during recruitment. Ensure compliance with essential deadlines for the process. 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 Committee. This includes management of credentialing, contracting, and human resources for all residency trainees.
Financial: Identify opportunities for shared costs between all training programs (e.g. social events). Oversee the travel and supplies reimbursements for education faculty members for all program related expenses.
Facilities/Electronics: Must ensure all medical student and residency related facilities meet relevant standards. This includes work, conference, 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 audio/visual needs are met for conferences, grand rounds, etc.
Orientation: Oversee the administrative team in organizing intern and PGY2 orientation.
Evaluations: Oversee administrative team in evaluation processes. This includes having working knowledge of the relevant platforms (e.g. New Innovations).
Alumni Network: The manager will be responsible for maintaining a current and active alumni database. This will include management of website resources and relevant databases.
Duties and Responsibilities for Medical Student Training Program
Accreditation: Develops expertise and knowledge of regulations and standards of the Liaison Committee on Medical Education (LCME). Collaborates with the Clerkship Director and education administrative team to ensure the clerkship programs remain in compliance. Prepare and/or oversee preparation of extensive files/statistics for accreditation purposes of periodic review by regulatory organizations.
Operations: Oversight of 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. Manager will oversee weekly medical student meetings, including the setting of an agenda. The manager will be the liaison between the office of the registrar, faculty of the department and medical students to troubleshoot logistical concerns.
For Basic and Advanced Clerkships, the manager has ultimate responsibility to ensure tasks are completed. For students in an ongoing clerkship block, will ensure that clerkship didactics are arranged and organized, communications from current students are appropriately triaged, and that final examinations for clerkship blocks are scheduled and organized. For students that have finished a clerkship block, this includes ensuring that all evaluations are collected and complete, and ensures timely submission of grades. For students in an upcoming clerkship block, this includes arranging of clerkship sites and schedules, and the organization of the clerkship orientation day.
Financial: Develop and manage clerkship support budget.
Other Educational Roles
Website: Facilitate website updates to educational content (with a web administrator).
Annual Education Retreat and Periodic Strategic Planning: Oversee the planning and organization of education retreats. Oversee the administration of long-term strategic planning processes for the Office of Education.
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.
Education: Bachelor’s degree in a related field.
Experience: Five years administrative management experience. Additional experience may substitute for some education, and some additional education may substitute for some experience, to the extent permitted by the JHU Equivalency formula.
Master’s Degree preferred. Experience in an academic or medical institution preferred.
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 and between our institution and outside institutions.
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, ABPN PreCert, Qualtrics, Blackboard, New Innovations
Classified Title: Medical Training Program Manager Working Title: Medical Training Program Manager Role/Level/Range: ACRP/04/ME Starting Salary Range: $60,945-$83,865, Commensurate with experience Employee group: Full Time Schedule: Monday-Friday, 8:30 am -5:00pm, Up to 37.5 hours per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10003130-SOM Psy General Psychiatry Personnel area: School of Medicine
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