R equired Qualifications (as evidenced by an attached resume): High school diploma/GED (foreign equivalent or higher). Four (4) years of full time administrative experience to include working in an academic setting. Experience with event planning. Experience with database maintenance. Experience with Microsoft office.
Preferred Qualifications: Associate degree (foreign equivalent or higher) in business or related discipline. Additional years (5+) of administrative experience working in an academic setting. Experience working in graduate medical education with residents/fellows recruitment or scheduling. Previous experience submitting expenses through CPMP and other funding sources. Experience with new innovations, eras and knowledge of ACGME. Experience with Microsoft Excel.
Brief Description of Duties:
Serve as Administrative Assistant II for the Department of Surgery Residency Program. Support recruitment efforts, tracking of resident data. Interact with faculty, residents, fellows, coordinators and staff. Must function well in a team environment.
Organize events such as orientation, graduation, educational retreats, lectures, special events for the residency program and coordinating details related to the events such as booking conference rooms, ordering food service, monitor RSVPs.
Arrange breakfast and lunches for interview dates, schedule conference rooms, compile recruitment materials, meet greet applicants, organize interview folders and applicant material, schedule faculty interview assignments.
Coordinate graduation party with catering hall/dj/arrange for payment, etc. clearance of graduating residents.
Compile orientation material, assist with orientation process/events.
Coordinate holiday party, catering hall/dj/payment, etc.
Answer phones, general office duties.
Maintain accurate resident files.
Assist with proctoring ITE and other exams as necessary.
Back up for grounds as necessary.
Assist in site visit process as necessary.
Conduct certification of credentials for incoming residents and fellows.
Secure names from graduates for diplomas follow up for signatures from various areas in the hospital and distribute diplomas.
Take and/or transcribe minutes.
Enter resident data into new innovations including procedure logs and schedules.
Enter applicant information in ERAS, print PDF files and email to interviews.
Enter resident data into database.
Assist program directors, faculty, residents, fellows and staff with travel and conference registration.
Process travel reimbursements and conference registration for staff and residents.
Submit and track departmental invoices and payments to finance for payments.
Other duties as assigned.
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
Long Island's premier academic medical center, Stony Brook Medicine represents Stony Brook University's entire medical enterprise and integrates all of Stony Brook's health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children's Hospital, the five Health Sciences schools -- Dental Medicine, Health Technology and Management, Renaissance School of Medicine, Nursing and Social Welfare -- as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County's only tertiary care center and Regional Trauma Center. Stony Brook Children's, with more than 180 pediatric specialists in 30 specialties, offers the most advanced pediatric specialty care in the region.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
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 online at the University Police website at http://www.stonybrook.edu/police .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Surgery-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Aug 12, 2019
Posting End Date: Sep 12, 2019, 3:59:00 AM
Salary: Commensurate with experience within the range of $40,000 - $42,000.
Salary Grade: N7
Appointment Type: Regular
Internal Number: 1902260
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.