We are seeking a Medical Training Program Administrator who must be able to work independently to coordinate all the medical student educational activities for the Department of Gynecology and Obstetrics, including the Gyn/OB Core Clerkship, the Advanced Clerkships in Gyn/OB along with experiential learners (premed/preclinical medical students) rotating with the department. An MTPA uses in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. This position will have involvement with the Registrar’s office, Office of Student Affairs, Office of Curriculum, Office of Assessment and Evaluation, other clerkship coordinators/administrators, medical students, teaching faculty, residents, and support staff in carrying out program activities. The position will be supervised by the Clerkship Director in Gyn/OB.

Specific Duties & Responsibilities

Gyn/OB 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 duty hours and patient tracking). Requires knowledge of course objectives and standards for performance.

• Organize and maintain the Canvas, Oasis, Patient Tracker, New Innovations and department share files throughout the academic year keeping all information and documentation up to date.

• Provide administrative support for the clerkship director in matters relating to the clerkship, and function as their representative at committee meetings when needed.

• Proficient in problem recognition and resolution by evaluating student inquires and providing competent answers pertaining to the clerkship, at times without the clerkship director’s guidance.

• Assists the faculty members in managing daily operations of the clerkship or clinical course, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise.

• Prepare and organize materials for PRECEDE, Orientation, Mid-Point PRECEDE, and End of Clerkship, including all schedules, room assignments, handouts, simulation materials, etc. Assist with preparation of other clinical course materials as needed.

• Manage the needs of each individual lecture, handout materials, arrange equipment needs, organize catering, etc. Provide feedback to the lecturer, including suggestions that might be useful in the future to improve the lecture. Assist with all technology and simulation materials needed for lectures including being proficient with ZOOM, Microsoft Teams, and other multimedia modalities.

• Prepare Mid-Clerkship feedback forms and send for completion to appropriate residents/attendings. Compile responses from data base into a personalized letter for each student and distribute to students after revisions by clerkship director.

• Prepare and organize materials necessary for the NBME Shelf exam as well as the Standardized Patient exam including ordering relevant examinations, creating exam schedules, and distributing materials to students.

• Administer and proctor National Board of Medical Examiners (NBME) Shelf examinations or other required examinations. The NBME has strict requirements regarding security of examinations and proctoring which must be maintained in order to participate in these examinations.

• Learn and use New Innovations to manage faculty and student evaluations, process trainee performance reports, calculate grades, and data collection. Review evaluations prior to releasing 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 course director of any performance red flags or discrepancies. Review narrative comments for concerning comments.

• Prepare data analysis reports and assist in development of quarterly and annual reports for the SOM as well as for clerkship leadership. Assist report preparation at other intervals depending on the needs of the department.

• Know the medical school calendar and courses offered.

• Serve as the primary contact for the Simulation Center regarding all simulation-based activities, including schedules, reviewing change requests and ensuring appropriate materials are present to run simulation activities.

• Maintain student records in a confidential manner. Prepare materials for Student Promotions Committee.

• Administrative participation in the preparation of Liaison Committee on Medical Education (LCME) accreditation materials, as well as internal review (Undergraduate Medical Education Policy and Curriculum Committee, UMEPPC) documents and SAPE files.

• Understand institutional policies and procedures.

• Regularly communicate with the coordinators and directors at other sites concerning schedules, course requirements and evaluations, and other student and faculty issues. Responsible for making sure site coordinators have needed information and meet deadlines. Ensure all students regardless of site have appropriate access for parking, badge, scrubs etc.

• Regularly attend Clerkship Administrators meetings at the SOM and participate actively in programmatic initiatives generated by this group.

• Work as a team player with the School of Medicine Coordinators group to assist in joint tasks as available.

• Coordinate special projects for the Clerkship Director.

The Johns Hopkins Advanced Clerkships in Gyn/Ob: Electives and Sub-Internships

• Function as the first-contact liaison to students, faculty, residents, and school administration for any issues or questions relating to the Advanced Clerkship, Sub-Internship, or Elective. This includes JHU and Visiting students.

• Organize and maintain the Advanced Clerkship in Gyn/Ob website and Canvas site used by students.

• Maintain up to date enrollment of students in the sub-internships and electives. Enrollment changes with each rotation of the elective, up to 11 times per year.

• Provide support to the students in completing all required credentialing forms, including confidentiality agreement, HIPPA forms, sub-internship forms, etc. Responsible for ensuring that all documentation is completed and submitted to the Medical Staff Office by the specified deadlines.

• Coordinate with the appropriate department’s pager assignments, POE training, and security access for the students.

• Assist with organizing student orientation and didactic conferences.

• Coordinate application process and onboarding for visiting students including those for research electives to the department.

• Ensure all required materials are submitted by the students for their advanced clerkship or elective including mid-clerkship feedback forms and presentations.

Special Projects for the Department of Gyn/Ob & Office of Education

• Coordinate with the Administrative Coordinator the departmental letter writing process, transcription and record keeping.

• Work with the Residency and Education Administrator to prepare and monitor the Clerkship budget.

• Assist with medical student specific grants and initiatives including providing administrative support for organizing application review materials, updating websites, and assisting in daily operations of all medical student related initiatives.

• Assist clerkship director with editorial tasks such as collating quarterly newsletter, creating documents/slides for meetings, and preparing materials on appropriate letterhead.

• Working with departmental education leadership on awards given annually and quarterly including maintaining award database, creating certificate/pins, and generating reports to assist in the distribution of awards.

Minimum Qualifications

• Bachelor's Degree.

• Four years related administrative experience.

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

Classified Title: Medical Training Program Administrator

Role/Level/Range: ACRP/03/MC

Starting Salary Range: $48,000 - $84,100 Annually ($66,031 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: Mon-Fri 8:00am-5:00pm

Exempt Status: Exempt

Location: School of Medicine Campus

Department name: ​​​​​​​SOM OB GYN General Administration

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.