Job Description

The Division of Cardiology on the East Baltimore campus is seeking a Medical Training Coordinator to work collaboratively and provide administrative and clinical operations support for the Advanced Cardiology fellowship programs. The programs include but are not limited to ACGME subspecialty programs: Clinical Cardiac Electrophysiology, Advanced Heart Failure, Adult Congenital Heart Disease, Interventional Cardiology and Non-ACGME subspecialty programs: Prevention, Structural, Interventional, Advanced Cardiovascular Disease and Advanced Echocardiography. The primary purpose of this position is to provide accurate, timely, and courteous service to current and prospective fellows, faculty, preceptors and other university personnel in the administration of fellowship training in the division from recruitment to final certification.

Specific Duties & Responsibilities

Fellowship Administration

• Coordinate the planning, preparation, and execution of activities related to the Cardiovascular Disease Fellowship Program and advanced fellowship programs.
• Work with the Program Manager to ensure smooth implementation and communication of fellow schedules, educational conferences, and training requirements and special programs.
• Triage and respond to fellow concerns and refers inquiries to core faculty or to the advisor as appropriate those matters requiring specialized or a higher level of expertise/authority.
• Update and implement ACGME institutional and program policies as needed.
• Update and maintain online databases (ACGME Fas-Track, New Innovations, etc.) with applicants, fellows, board exam results, and alumni information.
• Manage ERAS database screening applicant les for completion and assigning them for review.
• Confirm and coordinate fellows’ clinics on an annual basis, working closely with clinic administrative staff.
• Coordinate with the badging office, parking office, and facilities for a smooth transition for incoming and rising fellows
• Coordinate meetings for program leadership, divisional leadership, and faculty as necessary for the fellowship program.
• Maintain alumni database for graduating/graduated fellows.
• Prepare slides, PowerPoint presentations, and other visual materials for division reports and other presentations.
• Process regular invoices and travel reimbursements for fellows.
• Track expenses and perform basic budget monitoring and reconciliation.
• Compose and prepare routine outgoing correspondence for the Program Director, including fellowship verifications for current and past fellows.
• Monitor and maintain file for fellows’ rotation reports. Request and monitor receipt of rotation evaluations.
• Schedule lecture halls and conference rooms, AV equipment, and services for weekly conferences, special meetings, and lectures.
• Work closely with the moonlighting lead fellow to monitor and ensure adherence to duty-hour rules.

Credentialing

• Work closely with the clinical credentialing team to gather and process the material for fellows’ moonlighting.
• Assist with credentialing new clinical fellows from appointment paperwork to visa paperwork.

Program Building

• Work closely with the program team to identify new opportunities and take the lead in compiling information for annual reports, training grants, and other reports.
• Meet regularly with Program Manager and program leadership to discuss process improvements and new ideas for the betterment of the program and the division.
• Monitor for new educational opportunities for fellows to help improve their overall academic experience.

Minimum Qualifications

• High school diploma or graduation equivalent
• Three years of administrative/office experience.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’s Degree.
• Work experience in an academic or academic medical setting.

• Previous residency program or other graduate-level training program experience.
• General skills in using computer applications such as SharePoint and basic graphics packages.
• Experience with expense tracking and basic budget monitoring and reconciliation.

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: M-F 8:30AM - 5:00PM
FLSA Status: Non-Exempt
Location: Hybrid/School of Medicine Campus
Department name: SOM DOM Cardiology
Personnel area: School of Medicine