Sr. Administrative Coordinator/Fellowship Coordinator

We are seeking a  Sr. Administrative Coordinator/Fellowship Coordinator who will provide administrative support for the Palliative Medicine program at Johns Hopkins Hospital. This individual will function as the fellowship coordinator for the Hospice and Palliative Medicine (HPM) Fellowship within the Section. This includes direct support of the Medical Director at Johns Hopkins Hospital and the Director of Palliative Medicine at Johns Hopkins Health System. This person shall maintain a high degree of confidentiality and professionalism, comfortably taking initiative and exercising independent judgment to resolve issues. The Sr. Administrative Coordinator will work closely with the Medical Director, Director of the HPM Fellowship, and report directly to the Project Administrator of the Section of Palliative Medicine within General Internal Medicine.

Specific Duties & Responsibilities

Fellowship (60%)

• The Palliative Fellowship Coordinator supports and manages the Hospice & Palliative Medicine Fellowship, working closely with the Fellowship Program Director and Associate Directors.
• The Fellowship Coordinator is responsible for organizing and implementing all activities involved with budget, scheduling, recruitment, credentialing, and orientation for each fellowship cycle.
• This role coordinates all processes and acts as primary liaison with external sites and supervising agencies including the Accreditation Council for Graduate Medical Education (ACGME), National Resident Matching Program (NRMP), as well as prospective applicants to the program.
• Primary coordinator with 10 accrediting bodies for fellowship programs.
• It is also important within this role to maintain awareness of national training trends and policies, incorporating those updates as they develop.

Program Administration

• Coordinates and administers training programs for postdoctoral fellows in HPM.
• Training program liaison with ECFMG for credentialing of foreign medical graduates.
• Plans and conducts orientation program for new fellows.
• Updates fellowship materials on SharePoint website.
• Maintains records in New Innovations, ensuring that all documentation is accounted for, and schedule is routinely updated and accurate.
• Advises fellows regarding program and university policies, deadlines, etc.
• Manages confidential and critical materials, issues, communications and keeps leadership team apprised of important issues related to the program and trainees.

Credentialing/Appointments

• Completes annual appointment sheets for the office of Postdoctoral Programs.
• Credentials incoming faculty/fellows for JHH privileges and JHU appointments.
• Arranges systems-based training and access (e.g., Epic) for fellows.
• Interface with fellows and provide credentialing materials.
• Ensure fellows have completed credentialing.
• Liaison with JHH/JHSOM credentialing.

Regulatory/Compliance

• Processes license applications and other training verification forms for current and past fellows.
• Provides information to Fellows regarding HIPAA compliance training modules and monitors compliance.

Visa Applications

• Communicates School of Medicine and INS policy to faculty, fellows and staff members regarding visa policies and issues that apply to fellows.
• Coordinates with GME and Credentialing office to supply necessary documentation for fellows that need visas.

Program Recruitment

• Participates in recruitment process; writes/edits/revises recruitment materials; works within ERAS (Electronic Residency Application Service) to manage applications and pull reports; corresponds with prospective applicants.
• Coordinate fellowship applications and disseminates to interviewing team; Coordinates faculty and team interviews, evaluation system and entry into director database for ranking of candidates.

Orientation

• Manages calendar for annual fellow orientation and schedules speakers, rooms, and lunches.
• Organizes field trips to partner sites, including Gilchrist and Mt. Washington Pediatric Hospital.
• Obtains all necessary materials for fellows including lab coats, badges, office access.
• Ensures access to all needed programs/resources (Epic, Imprivata, Qgenda, Shared Drives, Teams)
• Schedules training courses, including Epic.

Fellow Evaluation

• Responsible for coordination of fellow evaluation process, including scheduling reviews, and collecting/collating review materials.
• Arranges for bi-annual fellow review.

Finances for Program

• Responsible for processing vendor payments and invoices; purchase orders, shopping carts, reimbursements related to the fellowship program.

Events

• Organize fellowship events including graduation celebration, welcome events, and field trips to rotational sites.
• Arrange calendar invites, Zoom meetings, and physical space reservations for presentations, didactics, etc.

Programmatic Support (40%)

Faculty Support

• Directly supports Medical Director at JHH and Director of Palliative Medicine for JHHS.
• Maintains conflict-free calendars.
• Coordinates and sets up meetings.
• Gathers and prepares materials in advance of meetings.

Program and Office Support

• Provides backup to Sr. Medical Office Coordinator.
• Front office representative for Section, which includes phone, voicemail, and fax management.
• Processes reimbursements through SAP Concur for faculty and staff in Section; this includes travel reimbursements, tuition reimbursement for CME courses, books and memberships, etc.
• Manages physical office space of team, acting as liaison between EVS and facilities, managing supply orders, and ensuring proper IT equipment for team including printers and computers.
• Assist with onboarding of new staff and faculty, including office needs, lab coats, organizing trainings, and ensuring access to needed programs/resources.
• Maintain documentation and responsible for follow up for team trainings and certifications.
• Attend and document minutes for team meetings.
• Arrange program special events and team engagement activities as needed.

Educational Support

• Manages calendar of learners rotating through the Palliative Medicine program. Assigns learners to work with faculty and staff.
• Communicates directly with learners and administrative coordinators/fellowship coordinators in other areas to coordinate rotations.
• Primary contact with Gilchrist for learner rotations, coordinating credentialing and completing all necessary paperwork and documentation.
• Other duties as assigned.
  

Special Knowledge & Skills

• Excellent oral and written communication skills.
• Experience with Graduate Medical Education (GME) preferred.
• Must be able to work collaboratively with faculty, leadership, students, staff and external contacts.
• Must be well-organized, detail oriented, able to multi-task and to prioritize in order to meet deadlines.
• Attention to Detail.
• Experience with New Innovations preferred.
• Proficiency in using Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Familiar with using Skype, Adobe Connect or other video and audio conference platforms.
• Use of SAP preferred.
• File management skills.
• Event planning and organization skills.
• Willingness to learn new software.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Sr. Administrative Coordinator 
Job Posting Title (Working Title): Sr. Administrative Coordinator/Fellowship Coordinator   
Role/Level/Range: ATO 37.5/03/OF  
Starting Salary Range: $21.00 - $36.50 HRLY ($59,800 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: 40hrs/wk 
Exempt Status: Non-Exempt 
Location: Hybrid/School of Medicine Campus 
Department name: ​​​​​​​SOM DOM Palliative Medicine  
Personnel area: School of Medicine 

About Johns Hopkins University

Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal ... timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.

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