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Residency Program Coordinator

Johns Hopkins University
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Residency Program Coordinator
We are seeking a Residency Program Coordinator who provides administrative support to the PACE clinic, Residency Program, Residency Program Director, Assistant Chief of Service and Medical Training Program Administrator.

Specific Duties & Responsibilities:
  • Administrative Coordinator for Assistant Chief of Service (ACS), Residency Program Director (PD), Clinic Manager, and Medical Training Program Administrator
  • Provide general administrative support for the residency program and clinic, including phone calls, mail, payment requests.
  • Oversee yearly interviews, orientation and graduation ceremonies.
  • Attend administrative meetings and report to ACS & Program Director.
  • Work with Wilmer Marketing and Development to maintain updated list of Wilmer alumni.
  • Coordinate and update the plaques and photographs outside of Patz Lecture Hall.
  • Make sure that Residency Clinic new hires have supplies to begin working such as lab coats, supplies for their office and access to various areas.
  • Assist with office moves for ACS and program directors (phone, computers, and office equipment)
  • Prepare and distribute internal and external correspondence.

  • Residency Program Coordinator
  • Assist Medical Training Program Administrator with credentialing, onboarding, and privileging of incoming residents.
  • Maintain accurate and confidential resident files, including education verifications, evaluations, rotation histories, case logs.
  • Interact with related entities (i.e., Office of Graduate Medical Education, Registrar, Purchasing, ACGME).
  • Participate in institutional, departmental, community and national meetings and committees as ongoing professional development and remain informed about current academic trends. Attend and participate in quarterly program administrator meetings. Coordinate regular meetings with Division Education Champions.
  • Work directly with the Program Director and Associate Program Director/s in the collection, compilation and reporting of data regarding the training program in preparation for relevant site visits including arranging the schedule for the site visitor, ensuring the participation of appropriate faculty and residents, as well as the availability of appropriate files and documentation during the site visit.
  • Participate in the preparation of GME accreditation materials, as well as internal review documents.
  • Regularly communicate with the Program Director, Associate Program Director/s, Clinic Manager, and Clinic Supervisors, as well as Division Education Champions and administrative staff in subspecialty clinics and at other sites concerning schedules, program requirements and evaluations, and other resident and faculty issues.
  • Create and maintain a healthy learning environment for the residents with regular checks of places such as call rooms, residents' lounge, resident library, and educational tools; maintain supplies in these locations as needed (e.g.: paper for printers); regularly collect mail.
  • Support resident events (lectures, labs, etc.) including attendance, faculty support, appropriate CME, arranging meals and AV/webcast systems functionality.
  • Conduct annual updates on and provide reports from the ACGME and GME Track websites.
  • Monitor residents' duty hours and operative/case experience via regular review of data reports.
  • Coordinate the residents' vacation requests with faculty preceptors, clinic manager, and ACS.

  • Educational Coordinator
  • Coordinate, plan and organize special teaching and/or workshops interacting with industry partners.
  • Plan and organize Named Lectureships and special lectures.
  • Coordinate and prepare Residency Education Program Review Report.
  • Arrange and participate in monthly Program Education Committee (PEC) related meetings.

Minimum Qualifications (Mandatory):
  • High School Diploma or equivalent required with a minimum of five plus years administrative/academic related work experience required.
  • Additional education may be substituted for some years of required work experience.*

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:
  • Bachelor's Degree preferred with minimum of one administrative/academic related work experience.

Special Knowledge, Skills & Abilities:
  • Experience in University academic setting and experience working with physicians.
  • Ability to manage a high volume of work and multiple priorities.
  • Proficient in the use of the entire Microsoft Office Suite.
  • Excellent written communication skills.
  • Speak in a clear, pleasant, and understandable manner via telephone and/or in person.
  • Ability to travel and work evenings during special events.
  • Experience in event planning.
  • Ability to work independently.
  • Demonstrated commitment to teamwork and superior customer/patient service excellence skills.
  • Understand institutional policies and procedures.
  • Ability to professionally and enthusiastically represent the Wilmer Residents' Office.

Classified Title: Medical Training Coordinator
Role/Level/Range: ATO 40/E/02/OE
Starting Salary Range: $17.59 - $24.80/hr (commensurate with experience)
Employee group: Full Time
Schedule: M-F, 8:30 a.m. - 5:00 p.m.
Exempt Status: Non-Exempt
Location: School of Medicine Campus
Department name: SOM Oph Residency Service
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit and all other JHU applicants should visit

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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