Administrative Manager

Overview

Administrative Manager - Stony Brook Children's Service, UFPC

Location: Stony Brook, NY

Schedule: Full time

Days/Hours: Monday - Friday; 8:30 AM - 5:00 PM

Salary Range: $74,180 - $94,540 (pay will be determined based on experience, preferred qualifications, and education)

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee.

The above salary range (or hiring range) represents Stony Brook CPMP's good faith and reasonable estimate of the range of possible compensation at the time of posting

Responsibilities

SUMMARY: The Administrative Manager oversees the department's educational and administrative operations, supervising the Administrative Medical Coordinator(s) and Residency Program Coordinator(s) to ensure effective integration between academic and administrative functions. The incumbent supports the Department Administrator in managing personnel, educational programs, and administrative projects to promote efficiency, compliance, and alignment with departmental goals.

This position offers an opportunity within an academic medical center for an individual skilled in healthcare administration, team leadership, and workflow coordination. The ideal candidate demonstrates strong interpersonal and communication skills, thrives in a dynamic environment, and excels at guiding high-performing teams to deliver consistent, high-quality service.

Job Duties & Essential Functions:

• Support the Department Administrator in overseeing administrative and educational functions by coordinating team activities, standardizing procedures, and ensuring staff efforts align with departmental priorities.
• Directly supervise the Administrative Medical Coordinator(s) and Residency Program Coordinator(s), ensuring effective coverage, professional growth, and adherence to departmental standards.
• Oversee administrative functions supporting divisional teams, including scheduling coordination, communication processes, documentation accuracy, and maintenance of service workflows.
• Ensure Administrative Medical Coordinators provide comprehensive support to division chiefs, attending physicians, nurse practitioners, and fellows-including coordination of communications, documentation, and administrative follow-up.
• Standardize and streamline division-level administrative procedures to ensure consistency and efficiency across sites.
• Partner with Human Resources in recruitment, training, evaluation, timekeeping, attendance monitoring, and performance management of assigned staff, maintaining compliance with institutional policies
• Support the Vice Chair for Education, who holds primary oversight of ACGME and program requirements, through administrative coordination, HR support, and alignment of departmental priorities.
• Lead or assist with special projects that advance departmental initiatives, process improvements, and operational efficiency, ensuring milestones are tracked and completed on time.
• Ensure adherence to departmental and institutional policies by maintaining accurate documentation, supporting audits, and fostering a culture of accountability and service excellence.

Qualifications

Required Qualifications:

• Bachelor's degree in business administration, healthcare management, or related field. In lieu of degree, will accept 4 years of experience in operations or healthcare management.
• 2 years of experience in operations or healthcare management.
• At least one year of supervisory experience with demonstrated ability to lead, coach, and develop staff.
• Demonstrated ability to lead teams in a complex healthcare or academic environment.
• Excellent communication, organizational, and conflict resolution skills.
• Ability to manage multiple priorities, work effectively in a fast-paced environment, and lead a diverse team.
• Proficiency in Microsoft Office Suite.

Preferred Qualifications:

• Strong understanding of budget management, procurement processes, and financial oversight.
• Experience in academic medicine or a large healthcare organization.
• Experience mentoring administrative professionals or managing large teams preferred.
• Familiarity with educational program coordination and ACGME standards

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, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management.

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP.

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 Clinical Practice Management Plan 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.

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status. Improper interference with the ability of CPMP's employees to perform their job duties may result in discipline up to and including discharge.

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