Executive Assistant to the Executive Director - 1900796
At the Long Island State Veterans Home, the Executive Assistant is a valuable member of our team who provides administrative and project management support to Executive Director and the Office of Administration and has the ability to interface with all levels of management throughout the LISVH. The incumbent is responsible for scheduling meetings, making travel arrangements, organizing daily calendars, preparing and coordinating materials for meetings and conferences as well as performing administrative tasks to ensure a smooth workflow.
Duties of a Executive Assistant to the Executive Director may include the following but are not limited to:
Provide administrative support to Executive Director and the Office of Administration. Coordinate information flow as liaison among executives, staff and the public. The incumbent deals with information of a sensitive and confidential nature.
Responsible for Executive Director, Deputy Executive Director and Associate Executive Director's calendar. Managing requests for appointments, coordinating schedules, invitees, locations and setting up conference calls. Sets priorities for activities and appointments, assuring Executive Director, Deputy Executive Director and Associate Executive Director are apprised of meetings, guests, events and other obligations. Keeps abreast of activities throughout the LISVH, SBUH, Campus and the Community that may require Executive Director, Deputy Executive Director and Associate Executive Director's attention. Responsible for preparation and coordination of materials for meetings, conferences, etc.
Responsible for the preparation and/or coordination of official correspondence, and formal presentations by Executive Director, Deputy Executive Director and Associate Executive Director ensuring accuracy meeting quality standards for appearance and presentation.
Responsible for coordinating information and has an integral role during regulatory surveys including submission of plan of correction.
Generates scheduling, correspondence, location reservations and meeting minutes for all meetings as required. Serves as liaison to Veterans Advisory Board. Responsible for follow-up on all action items.
Receives and screens incoming mail, telephone calls and visitors, researching, prioritizing and responding to various inquiries while directing other inquiries, if necessary, to responsible areas.
Responsible for the tracking of Senior Leadership staff time and attendance (sick leave, vacations, leave of absences, conferences, etc.) Prepare, monitor and expedite purchase requisitions and services for the Office of Administration. Review invoices for accuracy of payment.
Sets the LISVH benchmark for customer service by maintaining a courteous and helpful approach when dealing with residents, resident's families, visitors and staff. Demonstration of an understanding of others during stressful situations, resolution of conflicts and problem solving and empathy. Assists with special events which include preparation of materials such as assembling informational packets. Responsible for organizing, processing and maintaining reports of donations.
Prepares and coordinates all travel arrangements, follow-up and reimbursement for Executive Director, Deputy Executive Director and Associate Executive Director.
Serves as liaison to Pinnacle Healthcare Customer Satisfaction Company . Responsible for submitting weekly census data.
Responsible for organization and maintenance of office files.
Responsible for coordinating coverage and also provides back up for the Executive Assistant to Chief Financial Officer , Director of Nursing and Medical Director.
Required Qualifications: Bachelor's degree with 2 years of experience in a senior level administrative assistant position. In lieu of Bachelor's degree, Associate's degree with 4 years of experience in a senior level administrative assistant position. Ability to manage multiple priorities. Excellent customer service, oral and written communication skills are essential. Proficiency in Microsoft Office products. (i.e. Word, Excel, PowerPoint, Outlook). Must be able to work autonomously and make clear concise decisions in highly confidential matters. Willing to obtain and maintain Notary Public Certification.
Preferred Qualifications: Experience in a healthcare environment.
The LISVH operates 24/7 and all employees are deemed essential. While the usual hours are Monday through Friday 8:30 AM to 5:00 PM, there may be need for varied hours and pass days to facilitate special events or projects.
The Long Island State Veterans Home is a smoke-free environment. Smoking is strictly prohibited anywhere on our 25-acre campus, including parking lots and outdoor areas on the premises. The selected candidate must successfully clear a background investigation. Prior to start date, the selected candidate must meet the following requirements: Successfully complete pre-employment physical examination and obtain medical clearance from the Long Island State Veterans Home Employee Health Department, clear a background investigation; submit three (3) written references, and provide a copy of the required license(s)/certificate(s), if applicable. Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
The Long Island State Veterans Home , located on the campus of Stony Brook University, is a 350-bed skilled nursing facility with a 40-slot Adult Day Health Care program dedicated to the care of honorably discharged Veterans of the United States Armed Forces, their spouses and widows, as well as Gold Star Parents. Join an organization whose people make a difference every day and where commitment, compassion, initiative, and leadership are recognized and rewarded. We care for America's Heroes every day.
STONY BROOK UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WE ENCOURAGE PROTECTED VETERANS, INDIVIDUALS WITH DISABILITIES, WOMEN AND MINORITIES TO APPLY.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police
Official Job Title: Assistant to Director 13
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Administration-Long Island State Veterans Home
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 AM - 5:00 PM Pass Days: Sat, Sun
Posting Start Date: Mar 13, 2019
Posting End Date: Mar 28, 2019, 3:59:00 AM
Salary: Commensurate with experience
Salary Grade: MP5
Internal Number: 1900796
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.