Administrative Support Specialist - Cancer Center Services - Stony Brook University : Job Details

Position Summary

At Stony Brook Medicine, an Administrative Support Specialist is a valuable member of our team, who provides administrative and executive support and has the ability to interface with all levels of management throughout the hospital. Qualified candidates will demonstrate superior patient care and possess outstanding communication skills while adhering to our high standard of excellence.

Duties of an Administrative Support Specialist may include the following but are not limited to:

This Administrative Support Specialist will be responsible for a variety of support and coordination of activities as it relates to the Cancer Center and Cancer Center service lines. Reporting to both the Cancer Services AVP of Nursing and AVP of Operations, this position will support the AVP's and Nursing leadership of the Cancer Center. The incumbent is responsible for providing administrative support and coordination for all daily activities. This position has responsibility for troubleshooting, prioritizing, acting upon and/or reassigning inquiries and/or problems. This position coordinates Leadership schedule(s). The incumbent will also serve as an administrative coordinator for a variety of projects as it relates to Cancer Services, including coordinating and compiling meeting materials for various committees. The successful candidate will:

* Maintain and coordinate calendar(s) and receive telephone calls and visitors on behalf of the AVP's and Nursing leadership of the Cancer Center.

* Compose, edit and submit correspondence as needed. Manage and prioritize the Leaderships incoming and outgoing mail.

* Coordinate schedules including travel plans, professional and business schedules, prepare meeting materials and interface with other University Senior Management Officers, Cancer Center personnel, AD of Operations Service Line Administrators and Hospital/Nursing Administration staff.

* Respond to incoming calls, troubleshoot, and make independent judgments when able, refer or provide solutions to issues raised or identified.

* Draft and prepare the Leadership correspondence as well as documents and reports. Edit and approve for signature any correspondence prepared by other Cancer Center personnel. Prioritize and ensure that all incoming correspondence and mail for Leadership requiring attention are acted upon.

* Assemble and provide relevant documents for meetings and attend meetings as required. Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed in a timely fashion.

* Prepare and assist in the preparation of reports, presentations, and ensure dissemination of applicable information.

* Coordinate monthly expenditure invoices; prepare payment vouchers for vendor payments and reimbursements as needed.

* Other duties as assigned.

Qualifications

Required Qualifications: Associates degree. At least 3 years of full-time administrative experience. Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendar and travel, and work in a fast paced environment. Demonstrated proficiency with computer software, including Microsoft Office applications, Word, PowerPoint, e-mail, calendar software and internet. Ability to work collectively and independently on assigned tasks as well as accept direction on given assignments. Team player in fast paced environment. Strong written and verbal communication skills.

Preferred Qualifications: Bachelor's degree. At least 3 years of full-time experience supporting management in a healthcare type setting. Experience with purchasing, budgets, monitoring spending, reconciling invoices for vendor payments, expense reports/reimbursements, and reconciling monthly credit care statements. Experience compiling meeting materials for board meetings. Experience in a large or complex environment within the public sector of non-profit environment. Knowledge of DOH & JC policies and procedures. Knowledge of People Soft & Lawson Purchasing Systems.

Special Notes: Resume/CV 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.

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* 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 4 panel drug screen*

* Meet Regulatory Requirements for pre employment screenings.

* 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.

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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)###-####.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $46,942 - $56,100.

The above salary range (or hiring range) represents SBUH's good faith and reasonable estimate of the range of possible compensation at the time of posting.

In addition, all full time UUP positions have a $3,087 location pay.

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and state pension that add to your bottom line.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

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