The Staff Assistant I in the Cancer Center will provide administrative support to the clinical and administrative leadership of the Cancer Center, including calendars, meetings, travel, and transcribing dictations. In addition, this role will prepare and update departmental reports, organize and document/ take minutes of meetings, prepare and update project timelines, assist in budget preparation, create spreadsheets, charts and graphs related to utilization and efficiency and other departmental metrics, utilize databases and create reports related to cancer center operations, staffing, strategic planning initiatives, the referral database, patient experience/ staff engagement, and other needs, to be used for monitoring and maintaining timely processes. Organize and assist in hiring and onboarding of new personnel, research and place orders with third party vendors, plan and staff. Assist in planning and staffing various activities and events for patients and staff.
Duties of the Staff Assistant I - Cancer Center may include but are not limited to the following:
Provide a full range of high-level support services for the clinical and administrative leadership, including the Chief Administrative Officer, of the Cancer Center, including receiving and screening incoming telephone calls, mail, patients and visitors. Generates scheduling, correspondence, location reservation and meeting minutes for Cancer Center meetings as required. Responsible for the follow up on all action items.
Coordinate activities for the clinical and administrative leadership, including the Chief Administrative Officer, of the Cancer Center to ensure participation in agreed engagements such as Cancer Governance, Town Halls, and other standing and ad hoc meetings and workgroups both inside and outside the organization. Includes presentations/ speaking engagements, research assignments, as well as attend and take meeting minutes at meetings, as required.
Responsible for the cancer center's administrative leader and leadership team's calendar by prioritizing activities and appointments and keeping abreast of activities throughout the cancer center and Stony Brook University Hospital.
Work as a liaison for the cancer center Chief Administrative Officer and assist the Chief Administrative officer and cancer center leadership to meet deadlines. Assist and serve as a resource for administrative leadership of the cancer center, as needed. Serve as the coordinator of the yearly budget process and serve as a resource for cancer center leadership.
Responsible for the preparation and/or coordination of official correspondence and formal presentations by the clinical and administrative leadership of the cancer center that are accurate, complete and meet quality standards for appearance and presentation, including forms, letters, spreadsheets, tables of organization and reports utilizing Microsoft Office and other reporting tools and applications.
Compiles budget data and manages the budgets for the Cancer Center. Review, coordinate, and encumber funds for the entire division. Prepare and update monthly records, performs routine and special queries, prepares and updates monitoring reports and databases.
Prepares and coordinates all travel arrangements, follow-up and reimbursement for the Chief Administrative Officer and physician leader of the cancer center for local and national conferences and presentations.
A rrange and schedule interviews, site visits (either on-site or off-site) and related travel arrangements and meeting preparations, including, but not limited to common carrier travel, rental car, hotel stay and reimbursement for visit.
Assist in coordinating team projects and special events for the cancer center, including guest speakers, patient and educational events, yearly conferences, including Cancer Survivor's Day. Facilitate meetings with internal and external stakeholders, including outside offices and team site visits, with the goal of sharing best practices, network expansion and advancing the cancer center mission.
Maintains cancer center website updates and reviews external listings to ensure accuracy.
Maintains calm, friendly and positive demeanor to ensure patient and referring MD service excellence while meeting the operational needs of the center.
All other duties as assigned.
The selected Staff Assistant I for the Cancer Center may be required to work extended hours or on Saturdays as needed to assist with the workload and to attend events.
Required Qualifications: Bachelor's degree. At least 5 years or related administrative experience in a healthcare setting, Experience in customer service in healthcare, education or finance. Experience in MS Office Suite including Word, Excel and PowerPoint. Office management skills. Knowledge of medical terminology. Purchasing/budget experience. Proficiency in computer skills. Ability to prepare reports, graphs and presentations on activities and trends. Problem solving skills. Excellent verbal and written communication skills.
Preferred Qualifications: Bachelo r ' s degree in Health Care. Experience in website management. Experience in cancer or cancer related outpatient or ambulatory health care services. Experience working with Tableau. Experience working with Cerner.
Special Notes: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. For full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date.
Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
All Hospital positions are subject to changes in pass days and shifts as necessary. This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
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 Stony Brook Medicine's Employee Health Services (The hiring department will be responsible for any fee incurred for examination), submit (3) written references, and provide a copy of any required New York State license(s)/certificate(s). 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.
About Stony Brook Medicine
The best ideas in medicine start with the best people. At Stony Brook Medicine, our highest calling is to put the power of ideas to work in our patients' lives. Stony Brook Medicine integrates and elevates all of our health-related initiatives: education, research and patient care.Stony Brook Medicine is Long Island's premier academic medical center. With 603 beds, we serve as the region's only tertiary care center and Level 1 Trauma Center, and are home to the Stony Brook Heart Institute, Stony Brook Cancer Center, Stony Brook Children's Hospital, Stony Brook Neurosciences Institute, and Stony Brook Digestive Disorders Institute. We also encompass Suffolk County's only Level 4 Regional Perinatal Center, state-designated AIDS Center, state-designated Comprehensive Psychiatric Emergency Program, state-designated Burn Center, the Christopher Pendergast ALS Center of Excellence, and Kidney Transplant Center. It is home of the nation's first Pediatric Multiple Sclerosis Center.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
This function/position has been designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at firstname.lastname@example.org .
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: TH Staff Assistant I
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Cancer Center-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 9:00 AM - 5:30 PM Pass Days: Sat, Sun
Posting Start Date: Jul 1, 2020
Posting End Date: Sep 30, 2020, 3:59:00 AM
Salary: Commensurate with experience
Salary Grade: SL2
Internal Number: 2001817
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.