The Women's Services Staff Assistant II for Clinical Operations will support the many specific operations entailed in running inpatient women's services units within Stony Brook Medicine. Activities include supply chain inventory and equipment management, coordinating nurse scheduling, and collaborating with other staff and Departments within Stony Brook Medicine and Stony Brook University to successfully achieve goals and programs within Children's Hospital.
Duties of a Women's Services Staff Assistant II may include the following but are not limited to:
Brief Description of Duties:
Coordinate administrative and support functions required for the 24 hour daily operation of assigned units.
Coordinate standard inventory and special order supply chain demands for Women's Services. These duties include, but are not limited to:
Ensure the availability and distribution of supplies and equipment utilizing appropriate hospital systems and in coordination with multiple departments including Materials Management and the Hospital Storeroom.
Utilize Lawson system and other programs for the purchase of supplies and equipment specific to unit functions.
Interface with the Purchasing and Finance Departments for the timely processing of purchase requests.
Coordinate required paperwork, product trials and pilot programs as approved and directed by the Associate Directors and the Product Management Committee (PMC).
Track equipment inventory and coordinate repairs with Biomedical Engineering.
Assist with continued compliance with hospital environmental policies and standards as well as regulatory and accrediting agency standards for clinical and physical environment.
Assure that all maintenance and repair work is requested and responded to in a timely manner.
Interact and collaborate with other staff assistants to provide coordination of services required to provide patient care, troubleshooting problems as they develop.
Assist in the preparation monthly expense reports for all accounts, state and foundation, with accurate data by expense category as designated by manager.
Participate in the Budget process collaborating with the Nurse Managers and Associate Director of Operations to:
Record S&E expenditures
Prepare budget transfers
Obtain necessary quotes for capital budget submission
Process, track and maintain appropriate documents to facilitate standing orders and contracts.
Develop and maintain office filing systems so that needed information is readily accessible.
Process purchase requests, requests for travel reimbursements, journal and budget transfers, work requests.
Collaborate with the nursing leadership in the Women's service line to complete unit schedules for inpatient unit nursing staff.
Record meeting minutes and distribute in a timely manner as requested by the Associate Directors and Nurse Managers.
Keep the Associate Directors/Nurse Managers informed and up-to-date on administrative and other issues pertinent to assigned unit.
Perform other duties as requested by the Associate Directors/Nurse Managers.
Associate's Degree required.
1-3 years of health care administration experience required.
Must have excellent communication skills and a professional demeanor. Intermediate-advanced knowledge of Microsoft Office Suite. Must be able to work both independently with little direction and have a proven track record working in teams.
Bachelor's degree preferred.
1-3 years' experience with hospital purchasing and University-based systems such as Lawson and Clarvia.
1-3 years' experience managing nursing schedules for hospital inpatient units.
Special Notes: Resume/CV and cover letter should be included with the online application.
Posting Overview: 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. Candidates are advised on the application that 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. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later 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 maybe 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.
This function/position maybe 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.
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*
Complete electronic reference check with a minimum of three (3) professional references.
Successfully complete a 5 panel drug screen*
Successfully complete a Background Check investigation.
Provide a copy of any required New York State license(s)/certificate(s).
Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
* The hiring department will be responsible for any fee incurred for examination.
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.
If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Clinical Sprt/Matern Child Svc-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 8:00 AM - 4:30 PM Pass Days: Sat, Sun
Posting Start Date: Dec 2, 2020
Posting End Date: Mar 3, 2021, 4:59:00 AM
Salary: Commensurate with experience
Salary Grade: SL1
Internal Number: 2003209
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.