Administrative Assistant for the Associate Dean for Faculty and Clinical Affairs

 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:

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

Essential functions:

• Organize, maintain, and review various departmental faculty applications and applicant files and records, including, generating, and reviewing the faculty database, scanning and organizing 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 Affairs 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
• Maintained 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; and initiating telecommunications.
• Maintains department schedule by maintaining calendars for department personnel, arranging meetings, conferences, teleconferences, and/or travel.
• Completes requests by greeting visitors and/or students, in person or on the telephone, answering or referring 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 appointments, faculty totals, appointment decisions, follow-up on potential faculty applications, and accept faculty, among other duties as requested.
• Receive and respond to 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; and 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.

Interested qualified candidates must send a current resume to:

jobs@psm.edu

or

Ponce Health Sciences University

Attn. Human Resources Dept

P.O. Box 7004

Ponce, PR 00732-7004