Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher) and two (2) years of full-time progressively responsible administrative experience. In lieu of a Bachelor's degree, an Associate's degree with four (4) years of full-time progressively responsible administrative experience may be considered. Customer service or reception experience. Experience with Microsoft Word, Excel, Powerpoint and Outlook.
Preferred Qualifications: Experience with scheduling patients, students and/or staff to include maintenance of appointments, scheduling systems experience and calendar management. Experience with data entry and maintenance of database information (client/student/patient list or supply inventory). Experience with development of reports/meeting minutes. Knowledge of Lawson and/or Wolfmart systems.
Brief Description of Duties: The Staff Assistant will provide administrative support service to meet the goals and objectives of the Clinical Skills Center (CSC). Incumbent will schedule standardized patients, events, classes and the participants for all activities in the Center as well as assist in the preparation for those events. The incumbent will be required to work with a wide range of individuals both inside and outside of the University. This position will be the first point of contact with anyone coming to the CSC and requires excellent organizational as well as strong verbal and written communication skills. Experience with scheduling, calendar maintenance, development of reports, database maintenance, scheduling, supply ordering and interaction with a wide range of individuals is required for this position. The Staff Assistant requires the ability to work independently and meet deadlines in a fast paced office environment.
Directly responsible for scheduling/confirming standardized patients who are hired through a temporary agency to work in the Center for assessment and training and for addressing last minute schedule changes. This includes maintenance of the standardized patient scheduling system and training database.
Meet and greet visitors and users to the Center. Be the first point of contact and will answer questions and direct groups and/or activity participants to the correct rooms. Will answer the Center's main phone and email account and handle all inquiries, deliveries, etc.
Coordinate Center tours, receptions and conferences.
Effectively communicate with a wide range of individuals and groups within the University and outside.
Prepares materials for upcoming activities as needed including student materials, case materials for SP training and student schedules. Prepare student schedules and send out student emails as indicated.
Assists in scheduling events/activities occurring in the Center working with senior administration. Assists in the maintenance of the calendar of events to ensure coordination and proper usage of the facility.
Order all routine office supplies using the Wolfmart and/or Lawson systems.
Track and maintain an inventory system for these supplies and provide a detailed list of the office supply costs to the CSC Business Coordinator for budgeting purposes.
Manage special course registration such as BLS.
Collect fees for courses and course materials.
Keep a detailed log of course participants and send out course completion certificates.
Prepare special reports, meeting minutes and other documents.
Manage and document parking sticker distribution.
Facilitate work orders and/or equipment repairs.
Assist in organizing case materials.
Assist with learning event setup.
Assist with materials entry and reports from Bline system
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes: This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Resume/CV and cover letter should be included with the online application.
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.
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Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: SOM Clinicical Skill Center-Stony Brook University
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