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
oOther related duties as assigned.
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
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
Job Type: Full-time
Pay: From $24,000.00 per year
Benefits:
401(k)
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Work Location: In person