Required Qualifications (as evidenced by an attached resume):
High School Diploma/GED (foreign equivalent or higher). Four (4) years of directly related, progressively responsible, full time administrative experience. Highly proficient experience with word processing, spreadsheet management, electronic messaging, database management and internet applications (Microsoft Office including Word, Outlook, Excel, PowerPoint). Event planning experience i.e., graduation, orientation.
Associate's degree (foreign equivalent or higher). Additional years (5+) administrative experience. One (1) year experience in an academic, hospital or medical setting. Proficiency with New Innovations database and past experience working with residency programs.
Brief Description of Duties:
Serve as Administrative Assistant within the Education Office for the Internal Medicine department. The large residency program needs a dedicated person to schedule the various ambulatory clinic schedules, elective rotations, conference attendance and special events in conjunction with maintaining all related files and records.Seeking a detail-oriented professional who possesses excellent interpersonal and communication skills (both oral and written).
Clinic Schedules/ Office Support
Monthly ambulatory resident Tech Park Clinic schedules: Create, track and monitor on an ongoing basis.
Subspecialty ambulatory clinic schedules: Coordinate and liaise with divisional coordinators to ensure that the subspecialty ambulatory schedules align and are up-to-date
Provide administrative support to the Program Director, Associate Program Directors and Chief Residents. Serve as a back up when Program Director's assistant is out of the office.
General office duties including answering phone calls in a professional and timely manner, taking clear and complete messages, handling multiple tasks and maintaining effective lines of communication.
Rotations/ Conferences/ Special Events
Elective rotations: Twice monthly send resident elective schedules to each subspecialty coordinator and confirm elective rotation availability in advance.
Primary Care Track rotations: Track and remind appropriate staff at external and internal sites and confirm the primary care track rotations two weeks prior to scheduled rotation.
Conference attendance: Send invitations and reminders through Outlook to faculty to confirm their scheduled lectures. Track conference attendance for residents in New Innovations.
Special Events: Order catering for interview season, retreats, and Academic Wednesdays. Book venues.
Maintain office files and records and prepare documents in both Word and Excel.
Work effectively in a team setting to promote the activities of the program related to the Education Office including but not limited to the recruitment and hiring process of resident candidates, as well as Orientation, Graduation and other special events.
Other Duties as assigned, may include but not limited to
Participate in the accreditation process as needed. This may include internal reviews and site visits, tracking resident data in ACGME Web Ads, ACGME Milestones and Clinical Competency Data for residents and the annual ACGME residency survey as well as GME Track.
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.
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: Medicine - Chair, GME Area-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: Jan 13, 2020
Posting End Date: Jan 28, 2020, 4:59:00 AM
Salary: Commensurate with experience within the range of $40,000 - $42,000.
Salary Grade: N7
Appointment Type: Regular
Internal Number: 1904411
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.