DUTIES: The successful candidate will provide executive level administrative support to Senior Managing Counsel and team, including calendar management, maintain office filing system, screen incoming calls and determine appropriate disposition or action to be taken in a timely and efficient manner, document preparation and greeting of visitors. The incumbent will work closely with other administrative personnel regarding scheduling and confirmation of meetings, tracking of documents, and obtaining required signatures. Responsible for accurately scanning and electronically filing documents; Assist with the preparation of documents on behalf of Counsel's Office; Respond to correspondence on behalf of the Senior Managing Counsel and staff. Responsible for preparation and tracking of staff travel approval requests and reimbursements. Work closely with the Offices of the President and Executive Vice President/Chief Operating Officer, as well as Counsel's Office at SUNY Administration, while maintaining a positive professional relationship with these offices. Assist with the preparation and oversight of the department budget; Manage and monitor Counsel's Office financial accounts, working with the Office of the President, Budget Office, Purchasing and Expenditure Processing as necessary, including tracking and coordinating approval of outside legal counsel invoices. Assist with providing administrative support to various departments reporting to the President and Executive vice President/chief Operating Officer, as necessary. (DUTIES AND RESPONSIBILITIES ARE NOT LIMITED TO THE ABOVE POSITION DESCRIPTION) QUALIFICATIONS: REQUIRED: - Bachelor's degree with a minimum of five (5) years administrative experience. In lieu of degree, candidate must have at least six (6) years of administrative experience supporting a team of three (3) or more. - Must be proficient in Microsoft Office. - Must have excellent written/verbal communication skills, strong interpersonal skills, and the ability to work both independently and as part of a team. - Solid organizational skills, attention to detail, the ability to balance multiple tasks in a fast paced environment, and the ability to manage confidential information with discretion are also required. PREFERRED: Five (5) or more years of experience providing legal administrative support, knowledge of computer software/hardware and Notary Public License a plus. Additional Info: *Please ensure you include the 5-digit Line Number and Job Title in the subject line and body of your email submission.Closing Date: Open Until Filled STATE UNIVERSITY OF NEW YORK IS AN EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
Internal Number: 38140
About SUNY Downstate Medical Center
SUNY Downstate's College of Medicine, Health Related Professions, Nursing and its School of Graduate Studies offer students a broad professional education that will prepare them for practice or careers in any location and community. This education provides exceptional opportunities for those students with a commitment to promoting health in urban communities and addressing the complex challenges of investigating and preventing diseases that confront clinicians, educators, and researchers in such an environment. This special aspect of Downstate's unique mission is reflected in the students it attracts and selects, the vast majority of whom are drawn from the New York City Metropolitan area. Many of these students are members of minority and cultural groups underrepresented in the health professions, and/or come from families of first-generation immigrants or from economically disadvantaged backgrounds.