Ponce Health Sciences University
Summary
The Administrative Assistant will provide administrative support to ensure the efficient operation of the
Office of Medical Education, assist with its daily operations, and communicate verbally and in writing
with faculty, students, and the School of Medicine Deanship team.
Essential Functions:
o Directs incoming calls to the right person or department, responds to incoming emails, and
follows up phone calls, emails, and official written communications.
o Takes meeting notes as needed.
o Maintains records of letters, certifications, and student performance in licensure exams,
keeping confidentiality.
o Orders the National Board of Medical Examiners exams (NBME) and helps coordinate exam
administration for all PHSU campuses.
o Books travel arrangements as requested.
o Assists/Prepares reports.
o Assists in preparing, sending, and tracking the letters notifying the students of the Student
Promotions Committee’s decisions.
o Maintains contact lists
o Coordinates appointments for the ADME.
o Prepares and formats accreditation-related documents, policies, and student and faculty
manuals.
o Assists in the coordination of accrediting documentation and visits.
o Provides general support to visitors.
o Processes all department purchase invoices.
o Builds and keeps a collaborative relationship and communication with the team members.
o Works collaboratively with other departments, units, programs, and PHSU campuses.
o Willingness and ability to utilize new technologies relevant to the position.
o Makes photocopies as requested.
o Prepares payment requisitions for faculty, Clinical Practice Examinations, NBME exams, and
others.
o Prepares reimbursement requisition for students such as SKD091 U World
o Renews Annual Subscriptions (MedHub, Grammarly, Survey Monkey among others)
o Prepares confidential and sensitive documents
o Other related duties as assigned.
o Available to work after hours. Overtime may be required during peak event during the year.
Competencies
o Problem-solving/Analysis
o Customer/Client Focus
o Results Driven
o Flexibility
o Effective communication skills, oral & written
o Strong organizational skills.
Work Environment
This job works in a professional office environment. It routinely uses standard office equipment such as
computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands
The physical demands described here represent those that an employee must meet to perform the
essential functions of this job successfully.
While performing the duties of this job, the employee must regularly talk or hear. The employee is
often required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms.
The employee must occasionally sit, climb, balance, stoop, kneel, crouch or crawl.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday; availability to work
nonstandard hours and weekends if needed.
Required Education and Experience
Bachelor’s degree in office systems.
Bilingual (Spanish and English)
Excellent computer skills in MS Office (Word, Excel, PowerPoint, etc.)
Ability to consistently meet daily, weekly, and monthly deadlines
Send applications to jobs@psm.edu