The Johns Hopkins University Department of Otolaryngology is seeking to hire a Medical Training Program Manager. The Program Manager will provide management of large and complex clinical training programs, oversee all related educational activities for the Department of Otolaryngology Head and Neck Surgery. The Program Manager reports directly to the Residency Program Director and HR Manager. This position collaborates with both parties in the development and operation of the Department’s academic programs. They will supervise and manage all of the training programs (Clerkship, Residency, Clinical Fellow and Post-doc Fellowships) within the department. The Program Manager serves as a liaison and coordinator for all external sites and supervising agencies including the Accreditation Council for Graduate Medical Education (ACGME), American Board of Otolaryngology (ABO), National Resident Matching Program (NRMP), and prospective applicants to the program.

The Medical Training Program Manager oversees programs in conjunction with the program leadership for strategic planning while managing program administrative workflow and effectively utilizing resources. They will develop and manage budgets, in accordance with the department and university guidelines. They will play a leading role in maintaining institutional standards with the Clinical Learning Environment Review Process and have oversight of maintenance of compliance with affiliation agreements as well as contracts. They provide oversight of other program staff and mentor all of the department fellowship program coordinators, making formal recommendations for improvement based on accreditation requirements.

Specific Duties & Responsibilities:

Training Program Management:

• Collaborate with Program Director, Rotation directors and Program Evaluation Committee to create, edit, and maintain learning goals and objectives and standards for performance.

• Provide managerial support for the program director(s) in matters relating to the clerkship, residency, fellowship, and function as their representative at committee meetings when needed.

• Manage and counsel physicians-in-training on program policies and procedures regarding training logistics and requirements (including duty hours and case logs).

• Manage, monitor, and analyze trainees’ formative and summative evaluation process and notify program director of any performance red flags or discrepancies for early intervention.

• Collaborate with Clinical Competency Committee (CCC) Chair and Program Director to prepare and run meetings efficiently. Provide guidance to the CCC members for milestone scoring and reporting.

• Maintain and reports all trainee related data to the ACGME and ABO.

• Work with the program director to create goals for recruitment of new residents, improve the recruitment process and interface with all trainees, current and prospective, providing advice and guidance as needed.

• Supervise and guide Program Coordinators in managing daily operations of the training programs, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise.

• Oversee administration and other required examinations adhering to the strict requirements regarding security of examinations and proctoring.

• Serve as a lead for New Innovations System to manage faculty and trainee evaluations, analyze trainee performance reports, and troubleshoot as needed.

• Collaborate actively with Graduate Medical Education (GME) Administrators and Managers in programmatic initiatives.

• Represent the program at national meetings and promote novel ideas at conferences. Maintain knowledge database of national trends. Work to be involved in, and preferably a leader in, national organizations.

• Collaborate with program director to design, launch, and maintain assessment and evaluation activities.

• Provide support to, and collaborate with, program leadership in educational scholarship and research endeavors. Help with preparation and/or review of IRB and grant proposals.

• Partner with Registrar’s Office, GME, Human Resources, EPIC team, Chief Residents, and Program Director for smooth onboarding of new clinical trainees both internal and external rotators.

• Participate in accreditation-self-studies and reviews, including those associated with the ACGME.

• Serve as an active member of various committees, the GME Committee, the Educational Technology Committee, Assessment and Program Evaluation Committee, Clinical Competency Committee, Curriculum Development Committee, Wellness Committee, and others.

• Manage and ensure residents are appropriately credentialed.

• Be knowledgeable of and adhere to all University policies and procedures and accrediting agency rules with respect to residency and fellowship training.

• Develop, prepare, and maintain Program Letters of Agreement with training sites for external rotations.

• Conduct residency leadership meetings and provide a forum for information exchange.

• Structure and facilitate all residency leadership meeting agendas and track outcomes. Attend regular and special meetings as needed. Coordinate, write, edit and distribute executive agendas as well as follow up. Consult with Associate/Assistant Program Directors, Chief Residents, Core teaching faculty leads and support staff on agenda items.

• Lead task forces as a representative of the Residency program director around strategic and operational priorities.

• Monitor progress on strategic objectives, priorities and prepare action items to drive progress toward key priorities and prepare reports for the Residency program director as needed.

• Proactively identify emerging issues that requires Program Director’s attention, and elevate issues when needed.

Resident Recruitment:

• Partner with the Residency program director to establish recruitment policies.

• Manage the Electronic Residency Application Service (ERAS) and Thalamus GME databases.

• Manage extensive recruiting process which involves Chair/Faculty/Residents/interview candidates, collaborate with Program Director(s) in determining validity of individual's data for interviews, conduct follow-up evaluation and analyze data, develop preliminary rank lists based on faculty scores and participate with faculty in ranking applicants.

• Advise foreign applicants on visa requirements and verify Educational Commission for Foreign Medical Graduates (ECFMG) documentation.

• Develop strategy and report to program director on greater goal of improving recruitment process.

• Program Accreditation

• Understand the ACGME requirements for institutional, core, and program requirements.

• Attend Residency and Fellowship Committee meetings.

• Coordinate completion of Program Information for ACGME site review.

• Prepare department, faculty, and physicians-in-training for site visit.

• Organize internal review with institution’s GME office.

Post Doctoral processing:

• Work with PI and Administrative Managers on Post doc selection.

• submit visa paperwork as required.

• submit appointment documentation for approval.

Contract and Budget Management:

• Work with the GME office, Medical Staff office, Legal, and Payroll in house staff contract preparation.

• Develop and manage department residency budget for operating expenses. Ensure that expenses remain within the funds allocated.

• Approve processes for resident travel reimbursements based on department and institutional policies and procedures.

• Monitor residency payroll.

• Approve expenditures and manage financial transactions, reimbursements and service contracts.

• Monitor the use of resources in accordance with plans and budgets and review reports with Department Administrator(s).

Marketing and Social Media: The Program Manager, will work closely with the program directors (Clerkship, Residency, and Fellowship) and Department Directors office to develop, implement, and manage the marketing function for the training programs, with the primary goals of improving the marketing of residency and fellowship programs, improving the branding platform, and planning and managing an effective electronic communications strategy.

• Partner with Hopkins central marketing leadership to manage programs marketing processes and projects.

• Collaborate with Directors office to promote departments training programs through social media (Twitter, Facebook, Doximity, and LinkedIn).

• Manage projects, and serve as communications lead for various education related initiatives, ensuring an integrated communications approach.

• Create and schedule weekly content for social media platforms with daily monitoring and responses as needed.

• Assist the Residency program director, in drafting content for communication materials, presentations, award submissions, website content, and other collateral, as needed.

• Perform research to inform the development of communication campaigns.

Database Maintenance: This position is responsible for the development and ongoing maintenance of all data systems (New Innovations, E*Value, ACGME portal, ABO portal, and ERAS portal). This role also provides project management, quality assurance testing, and analytical reporting.

• Maintain the quality and integrity of data, contribute to data preparation and creation of technical reports.

• Manage the implementation of testing strategies to ensure consistency among data collection sources, data warehouse database, reports, and dashboards.

• Understand existing applications and ACGME rules to accurately query databases and search for inconsistencies.

• Create ad hoc reports or data files in response to specific data inquiries.

• Develop and maintain Alumni database.

Education Days and Curriculum Development:

• Arrange Advanced Cardiac Life Support (ACLS) courses for Physicians-in-training.

• Contribute academically to the design, implementation, oversight and evaluation of didactics lectures, Case Conferences, SIM sessions, Journal Club, Oral Board Preparation, career advising, and guest lectures. Also ensure that assessment and evaluation activities align with learner needs, program goals, accreditation standards, and evidence-based best practices.

• Review trainee feedback on sessions and provide feedback to the lecturer, including suggestions that might be useful in the future to improve the sessions.

• Serve as a resource for all teachers to plan active learning sessions that aligns with the learning objectives.

• Plan new teaching faculty mentor/observer sessions.

• Assign and track teaching credit for faculty teachers.

• Maintains library of all educational material and classroom technology to optimize learning: Toolbox, TrueLearn, Blackboard, goals and objective by rotation on intranet, PowerPoint slides, Poll Everywhere, Video Camera.

Event and Project Management:

• Provide oversight, guidance and management of high-level projects and programs, including Department Graduation, Leadership Retreat, summer picnic, and welcome reception for Incoming class.

• Lead the Graduation ceremony event for the department in partnership with Chair, Residency Program Director, and Fellowship Program Directors.

• Oversee various projects through to completion, requiring broad understanding of trainee related issues throughout the department. Serves as a lead project person and takes on non-routine projects on the need basis.

Evaluation/Credentialing

• Lead and manage the distribution and tracking, physician-in-training, faculty, and rotation evaluations.

• Monitor and verify procedures, case log minimums.

• Maintain documentation for board eligibility.

• Manage semi-annual file reviews.

• Ensure stated licensure requirements are met by the program.

• Ensure house staff are compliant with the Health Insurance Portability and Accountability Act (HIPAA).

• Tracks and monitor resident duty hours.

Human Resources:

• Provide supervision, administrative activities and mentoring to those in Medical Training Coordinator and/or Senior Administrative Coordinator roles.

• Direct office workload.

• Manage resident vacation, sick leave, and leave of absence and report to ACGME.

• Counsel physicians-in-training on program policies and procedures.

• Assist Residency Program Director with due process for physician-in-training probation and termination.

• Manage faculty advisory and mentor programs.

Professional Development

• Attend local, state, and national GME and Otolaryngology education conferences.

• Apprise program director of trends in GME.

• Present at GME conferences.

• Hold council position at the national associations.

Knowledge, Skills, and Abilities:

• Ability to make independent judgments and to act on decisions on a daily basis. Ability to work for long periods of time without direction.

• Ability to prioritize own work and work of staff as needed. Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.

• Very strong organizational skills, analytical and problem-solving abilities, and attention to detail.

• Ability to maintain confidentiality.

.

Minimum Qualifications

• Bachelor's Degree.

• Five years related administrative experience in an administrative position, preferably in an academic or medical setting.

• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Master’s Degree.

• Experience in an academic or medical institution.

Classified Title: Medical Training Program Manager

Job Posting Title (Working Title): Medical Training Program Manager

Role/Level/Range: ACRP/04/ME

Starting Salary Range: $64,112 - $112,200 Annually ($73,000 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Mon-Fri, 8:00-4:30

Exempt Status: Exempt

Location: Hybrid: On-site 3-4 days a week

Department name: 10003031-SOM Oto Credentialing

Personnel area: School of Medicine

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.