November 1, 2024

Ponce Health Sciences University

Ponce

FULL TIME

Administrative Assistant

The Dean of the School of Medicine is recruiting a competent bilingual professional for the Administrative Assistant for the Associate Dean for Faculty and Clinical Affairs (ADFCA) position. To succeed, the candidate should have the following academic preparation and abilities:

Bachelor’s degree (BA/BS) in System Office Administration as minimum.
Excellent oral and written communication skills in English and Spanish.
Excellent computer skills in MS Office (Word, Excel, Power Point, Teams)
Knowledge in Jenzabar, Salesforce or CRM systems, and other platforms is preferred.
Ability to use web-based meeting platforms, including Zoom and Microsoft Teams
Effective time management, organizational and problem-solving skills.
Ability to work in collaborative, multidisciplinary setting.
Effective social and interpersonal skills.
Fully competent in working with Microsoft Office programs, digital and web-based technology.
Good understanding of the faculty credentialing process and of the legal implications (CMAR law 136).
Willing to collaborate in solving problems for Clinical Affiliates and faculty.
Able to coordinate small projects and to participate in accreditation processes.
Demonstrated ability to follow instruction and to work independently.
The ability to learn new skills in a self-paced learning and willingness to use web-based video for self-improvement.
Ability to work under stress. The unit is very active and the person has to provide information in a timely manner to the AAMC, to local authorities and other credentialing institutions.

Essential functions:

Organize, maintain, and review various departmental faculty applications and applicant files and records, including, generate, review the faculty database, scan and organize the paper-based records and input information, web archiving, and information searching. Review before submitting to the Dean of Medicine and the Vice President for Academic Affair for faculty selection and approval.
Coordinates faculty development events and admissions and interview process, including coordinating event scheduling for the PHSU Faculty Development Committee and the Faculty Development Director and participating in faculty development
Maintain technological platforms and databases utilized for the faculty database like Interfolio, Smartsheet, Sharepoint, One Drive, etc.
Coordinates visits to affiliate hospitals/clinics/ and the ADFCA. Able to travel alone or accompany the ADFCA on such visits.
Prepare minutes for the ADFCA meetings.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
Maintains department schedule by maintaining calendars for department personnel, arranging meetings, conferences, teleconferences, and/or travel among others.
Completes requests by greeting visitors and/or students, in person or on the telephone, answering or referring to inquiries.
Audit files and computer information systems used by the department.
Prepares reports by collecting information from Smartsheet, Excel, Interfolio and other data platforms
Create official communications from Faculty Affairs, including official faculty appointment, faculty totals, appointment decisions, follow-up to potential faculty’ applications and accepted faculty, among other duties as requested.
Receive and respond emails through liaisonfacultyaffairs@psm.edu and redirect communications as needed.
Support faculty appointment for Ponce and STL Campus. Will also help in the credentialing of new campuses in the pipeline (BVI, Kentucky, etc.).
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Prepare requisitions for payments, office supplies, equipment, and services.
Secures information by completing database backups.
Provides historical reference by utilizing filing and retrieval systems.
Contributes to team effort by accomplishing related results as needed.
The ability to learn the tasks of other personnel within the unit to be able to function effectively as a back-up support in case of absences due to vacation or illness.
Other new administrative tasks that are associated with the unit.