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Administrative Support Specialist II

2 months ago

East Setauket, New York, United States Stony Brook Medicine Full time
Position Overview

At Stony Brook Medicine, the TH Staff Assistant II plays a crucial role in providing comprehensive administrative and executive assistance, effectively engaging with all levels of management within the healthcare facility. Ideal candidates will exhibit exceptional communication and organizational capabilities while upholding our commitment to excellence.

Key Responsibilities of a TH Staff Assistant II in the Clinical Education Office include:
  • Facilitating the coordination and execution of various educational initiatives managed by the department.
  • Documenting and preparing meeting minutes, including those for the Nurse Residency Advisory Board.
  • Generating administrative statistics and reports as required.
  • Maintaining essential records for programs such as Critical Care, Nurse Residency, and other educational initiatives assigned by the Department of Clinical Education.
  • Assisting with the input of statistical data.
  • Preparing budgets, purchase requests, and travel requests, ensuring accurate cost analysis for programs.
  • Keeping attendance records for the UHC Nurse Residency Program, ensuring meticulous maintenance for accreditation eligibility.
  • Managing the calendar for the department Director.
  • Supporting event planning activities.
  • Communicating with hospital-based educators and managers to coordinate work schedules for Nurse Residents in the transitional pool.
  • Assisting in the planning, organization, coordination, and implementation of administrative operations and educational activities for hospital staff, students in Critical Care, the Nurse Residency Program, and the School of Nursing Partnership Program.
  • Working independently while demonstrating effective communication skills.
  • Maintaining distribution groups, meeting invitations, agendas, and taking minutes for various committees.
  • Preparing budgets, purchase requests, and travel requests, ensuring accurate program cost analysis.
  • Corresponding with hospital educators and managers to maintain program schedules.
  • Demonstrating strong time management skills and the ability to work independently.
  • Performing additional duties as assigned.
Qualifications

Required Qualifications: An Associate's degree and a minimum of 2 years of relevant full-time experience in an administrative role. Proficiency in Microsoft Office Suite is essential. Candidates must effectively interact and communicate with departmental heads and supervisors across the organization. Strong independent work ethic, excellent time management, and communication skills are required. Attention to detail, accuracy, multi-tasking abilities, and follow-through are critical.

Preferred Qualifications: A Bachelor's degree and prior experience in a hospital, healthcare, or educational setting. Proficiency in Microsoft PowerPoint and familiarity with software such as Peoplesoft, Lotus Notes, and/or At-Staff is advantageous.

Special Notes: A resume/CV should accompany the online application.

Additional Information: This position will remain open until filled. Candidates are encouraged to submit applications promptly for full consideration. Stony Brook Medicine is a smoke-free environment, and all hospital positions may be subject to changes in workdays and shifts as necessary. This role may require the use of respiratory protection, which may restrict the wearing of facial hair. Selected candidates must complete pre-employment requirements, including a physical examination and reference checks. Stony Brook University is committed to fostering diversity and inclusion in the workplace, ensuring equal employment opportunities for all qualified applicants.