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Sr. Fellowship Program Coordinator

Johns Hopkins University
Baltimore, MD, United States, 21287

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We are seeking a Sr. Fellowship Program Coordinator to support all aspects of 2 labor intensive Pediatric Fellowship Programs; Will work closely with the Divisional Directors and the ACGME committee to maintain the program ACGME accreditation status; Will liaise between the incoming fellows, central credentialing and the registrar's office; Works closely with the Principal Investigator(s) of the T32 grant that supports a four-fellow three-year program. Responsible for maintaining a central database of current status of all graduate fellows from the SOM Pediatric Fellowship Program as part of the annual T32 grant progress reporting and 5-year renewal process. Will work with the Pediatric Residency Program to prepare monthly inpatient schedule and training sessions. This position also caters to all visiting faculty, rotators, and students with credentialing that sometimes include working with the Office of International Services to secure appropriate visas. Additionally, this position may be responsible for the weekly outpatient fellows' clinic with confirming patient's appointments and provide triaging assistance on clinic days.

Specific Duties & Responsibilities

  • Process program updates through ACGME/ADS Web ADS.
  • Plan, prepare and collect data for committee meetings (according to division)
  • Process, maintain and create evaluations through New Innovations.
  • Liaison to fellows and director. Follow current policies and ensuring compliance.
  • Maintain Program Letters of Agreement for offsite fellows’ clinics.
  • J1 and H1-B Visa processes - use of
  • Maintain National Residency Match Program (NRMP) website.
  • Process fellowship candidate applications through the Electronic Residency Application.
  • Service (ERAS)
  • Create fellowship candidate itineraries and manage interview and candidate ranking processes.
  • Develop and manage orientation schedule for first year fellows.
  • Manage In-Training Exams (ITE) and prepare board certification packets - American Board of Pediatrics.
  • Participate and prepare for the Divisions Fellowship Program accreditation.
  • T32 Grant maintenance - continual collection for T32 grant submission, including data tables.
  • Process statements of appointments and terminations through the National Institute of Health (NIH) X-train website.
  • Maintenance of National Science Foundation-NIH Survey of Graduate Students and Post-doctorates in Science and Engineering processing.
  • Maintenance of FREIDA/GME Track annual surveys.
  • Maintain fellowship director's calendar.
  • Prepare senior residents and interns schedule for required rotations.
  • Maintenance of education material in electronic database for fellows and residents.
  • Credentialing of international/domestic visitors and rotating medical residents and students offsite and onsite.
  • Program Website Maintenance.
  • Back-up ordering and maintenance of office/medical supplies.

Special Knowledge, Skills, & Abilities:

  • Accurate and detailed.
  • Excellent planner and coordinator.
  • Schedule management.
  • Critical thinker.
  • Excellent communication skills.
  • Resourceful.

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.

Preferred Qualifications
  • Three year's experience in Graduate Medical Education (GME) coordination.

Classified Title: Medical Training Program Administrator
Working Title: Sr. Fellowship Program Coordinator
Role/Level/Range: ACRP/03/MC
Starting Salary Range: Min $47,500 - Max $83,300 Annually ($57,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30 – 5:00
Exempt Status: Exempt
Location: School of Medicine Campus
Department name: SOM Ped V Chairs Education Clin and Rsch
Personnel area: School of Medicine

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here:

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
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Accommodation Information

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 For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.

Note: Job Postings are updated daily and remain online until filled.

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