Position Summary This position requires the Administrative Assistant to provide comprehensive clerical and administrative support to our Medical Affairs, Education, and Laboratory Services departments in order to optimize workflow procedures. The employee will have an essential role in supporting our team and ensuring smooth operations across two departments. This is an exciting opportunity for a detail-oriented individual who thrives in a collaborative environment and is eager to make a meaningful impact.
Duties of this Administrative Assistant may include the following but are not limited to: Administrative Assistant to Chief Medical Officer, VP of Medical Affairs and VP of Administration
Assist with purchasing and supplies within the Laboratory Department
Provide payroll support and scheduling of Laboratory personnel
Maintain Laboratory personnel files
Maintain Laboratory equipment maintenance files and quality control
Support and facilitate the completion of regular reports including performance improvement reports
Prepare and disseminate correspondence, memos and forms as needed
Organize credentialing folders
Manage medical staff and CMO calendar
Manage the monthly Fellow schedule updates in New Innovation (Fellow Dashboard)
Entering in month Fellow schedules on New Innovations
Manage the monthly Resident schedule updates in New Innovation (Resident Dashboard)
Entering in month resident schedules on New Innovations
Attend meetings and record/transcribe minutes
Administrative P&P Meeting: meets 2x per month
Department of Medicine Meeting: Meets Bimonthly
Department of Surgery Meeting: Meets Bimonthly
SBELH Leadership Counsel: Meets Monthly
RTC Meeting: Meets Monthly
Transfusion Committee Meeting: Meets Bimonthly
Required Qualifications: High School diploma or equivalent
At least 3 years of proven work experience as an Administrative Assistant
Exemplary written and verbal communication skills
Integrity and professionalism
Proficiency in MS Office
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, office staff and medical providers. The employee must be able to exchange accurate information in these situations.
Special Notes: Resume/CV should be included with the online application. - Stony Brook Medicine is a smoke-free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
- All Hospital positions maybe subject to changes in pass days and shifts as necessary.
- This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
- This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook Eastern Long Island and related facilities.
Anticipated Pay Range: The starting salary range (or hiring range) for this position has been established based on relevant experience. The above salary range (or hiring range) represents SBEILH's good faith and reasonable estimate of the range of possible compensation at the time of posting. Your total compensation goes beyond the number in your paycheck.
Prior to start date, the selected candidate must meet the following requirements: - Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Eastern Long Island's Employee Health Services
- Complete electronic reference check with a minimum of three (3) professional references.
- Successfully complete a 4 panel drug screen
- Meet Regulatory Requirements for pre-employment screenings.
- Provide a copy of any required New York State license(s)/certificate(s).
Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. The Human Resources department will be responsible for any fee incurred for examination. Company Overview: As part of Stony Brook Medicine, Stony Brook Eastern Long Island Hospital (SBELIH) combines the best in academic and community medicine, improving access to advanced medical care for residents of the North Fork and Shelter Island. With 70 beds, SBELIH is Suffolk County's first hospital, serving the North Fork since 1905. SBELIH provides care to 25,000 year-round residents and expanding to 60,000 summer residents with comprehensive healthcare solutions, including behavioral health, medical-surgical, orthopedics and general surgery, wound care, interventional pain management and GI, advanced ambulatory care, diagnostic, and physical therapy services. The hospital is also a clinical campus and training site for Stony Brook Medicine, with its first SBELIH Psychiatry resident having graduated in 2022.
StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Eastern Long Island employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits. SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.
Given StaffCo's employment responsibilities, it is deemed the "employer" for employment and labor law purposes. Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY. The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board.
Stony Brook Medicine is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
Stony Brook Eastern Long Island Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.