Job Description

The Department of Neurology is seeking a Medical Training Program Administrator. The Program Administrator should play a primary role in the day-to-day administration of the program and report directly to the program director. The Program Administrator should become knowledgeable about medical education in general, the student program within the department, and its relationship with other programs in the institution. The Program Administrator is the 'first contact' liaison with students and should be approachable and have an appropriate level of maturity to interact with medical students.




The Program Administrator must be able to work independently to coordinate all medical student educational activities in the department. The Program Administrator must work independently to retrieve, maintain, and tabulate records of student performance for each course. The Program Administrator must ensure that all aspects of a clinical course operate in a smooth, timely, and professional manner. The Program Administrator will also help coordinate the medical educational courses led by the Program director in Neurology (e.g., Osler Apprenticeship (Attending), JHU Medical Tutorial in Neurology) and medical student Neurology non-academic activities (e.g., SIGN).



Specific Duties and Responsibilities

Responsibilities include (but are not limited to)
Function as the first-contact liaison to students, faculty, residents, community faculty, sites, and school administration for any issues or questions relating to the clerkship or clinical course (defined as Advanced Clerkship, Sub-Internship, or Clinical Elective, Osler Apprenticeship).
Understand thoroughly the curricular goals, policies, and standards of the specific clerkship or clinical course, department, and medical school.
Regularly communicate with students regarding logistics and requirements of the course (also including duty hours and patient tracking). Requires knowledge of course objectives and standards for performance.
Maintain up-to-date enrollment of students in Canvas, Patient Tracker, and E*value (New innovations). (Enrollment changes with each rotation of the course, 5-11 times per year. Must be done in a timely manner so that systems are functional when needed.
Provide primary support for the clerkship director in matters relating to the clerkship, and function as his/her representative at committee meetings. Requires active participation, including the ability to represent departmental activities, issues, and concerns, and to communicate committee decisions back to the director.
Manage daily operations of the clerkship or clinical course, organize and prioritize necessary tasks, initiate changes, and resolve issues as they arise.
Maintain up-to-date information on departmental student websites and Canvas.
Responsible for the day-to-day maintenance, update, and creative use of the clerkship website.
Performs basic designing and updating of web pages and creation of online forms. Assure all web information is up-to-date and accurate, and that all links are functioning properly
Maintains and coordinates site layout.
HTML authoring, maintenance, and production and publishing of new pages within the approved architecture of the site for the clerkship.
Organizes and maintains website content.
Researches and may assist with the integration of new development/production tools for streamlining website development, web usability and other web-based initiatives.
Utilizes web authoring tools, creates web pages and uploads to the web sites; integrates databases, text, artwork, video, etc.
Prepare clerkship materials for orientation; assist with preparation of other clinical course materials as needed.
Prepare and post site assignments and schedules for clerkship activities, including scheduling of personnel, venues, and refreshments.
Organize, schedule, and participate in the clerkship orientation.
Administer 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. For internally-developed examinations, work with the Office of Medical Education Services to deliver answer sheets and record individual student scores.
Participate in the grading process and prepare final grades for submission; including thorough knowledge of E*value online evaluation systems Ensure final grades are reported to the Registrar's office -within Educational Policy and Curriculum Committee (EPCC) guidelines.
Recruit faculty for clerkship teaching and ensure retention; prepare and collate faculty teaching evaluations and letters of gratitude for participation.
Monitor the student formative and summative evaluation process, and maintain complete and accurate student files. Notify course director of any performance red flags or discrepancies.
Prepare data analysis reports, and assist in development of annual reports.
Requires knowledge of descriptive statistics, and working with spreadsheets.
Tabulate course evaluation results after each session, and summarize results for the course director.
Understand the major responsibilities of other interacting departments (i.e., Office of Student Affairs, Office of Medical Education Services, Registrar, Office of Academic Computing, and Purchasing).
Be familiar with the medical school calendar and catalog, particularly with respect to how the department's clerkship and electives relate to the overall curriculum.
Participate in institutional, departmental, community, or national meetings as ongoing professional development, and remain informed about current academic trends. Attendance at these meetings will allow the Administrator to assist in faculty development.
Maintain student records in confidential manner. Prepare materials for Student Promotions Committee.
Prepare department letters of recommendation.
Support the Student Specialty Interest Group. Assist with meetings, contacts with faculty and preparation of materials.
Maintain the student library and educational materials in the department; as well as department enrollment and fees for proprietary educational tools.
Participate in the preparation of Liaison Committee on Medical Education (LCME) accreditation materials, as well as internal review (EPCC) documents.
.In conjunction with the course director, plan and attend faculty retreats, faculty development sessions, and other functions with regard to medical student education in the department.
Supervise and coordinate faculty and staff completing work for the clerkship.
Provide administrative support for other pre-clinical and clinical courses with regard to the specialty.
Understand institutional policies and procedures.
Support educational research projects (for example, development of research tools, collation of data, literature searches, assist in manuscript development and grant application).
Schedule and coordinate meetings and conference calls with regard to medical education activities.
Regularly communicate with the assistant coordinator and directors at other sites concerning schedules, course requirements and evaluations, and other student and faculty issues.



Minimum Qualifications
Bachelor's Degree.
Four years of related administrative experience.
Additional education may substitute for required experience, and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
Experience in Academia departments preferred.
Basic understanding of medical education.