Ponce Health Sciences University
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 a minimum.
- Excellent oral and written communication skills in English and Spanish.
- Excellent computer skills in MS Office (Word, Excel, PowerPoint, Teams)
- Knowledge in Jenzabar, Salesforce or CRM systems, and other admissions 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 settings.
- Effective social and interpersonal skills.
- Fully competent in working with Microsoft Office programs, and digital and web-based technology.
- Good understanding of the faculty credentialing process and the legal implications (CMAR law 136).
- Willing to collaborate in solving problems for Clinical Affiliates and faculty.
- Able to coordinate small projects and participate in accreditation processes.
- Demonstrated ability to follow instructions and to work independently.
- The ability to learn new skills in self-paced learning and willingness to use web-based video for self-improvement.
- Ability to work under stress. The unit is very active and has to provide information in a timely manner 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
- Maintaining 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 among others.
- 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 appointment, faculty totals, appointment decisions, follow-up to potential faculty applications, and accepted 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 backup 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:
or
Ponce Health Sciences University
Attn. Human Resources Dept
P.O. Box 7004
Ponce, PR 00732-7004