Staff Assistant II - Cancer Center/Palliative Care

Position Summary

At Stony Brook Medicine, the Staff Assistant II in the Cancer Center will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills and have the ability to multi-task. The incumbent presents a professional appearance and exercises sound judgement and communication skills when working with staff, faculty, physicians, senior leadership and outside vendors and guests.

Duties of the Staff Assistant II in the Cancer Center/Palliative Care may include but are not limited to the following:

• Provide full range of administrative assistance, including but not limited to receptionist type duties, greeting & directing visitors, answering telephones, taking and recording meeting minutes, copying, scanning, typing and Outlook calendar maintenance.
• Prepare and track requisitions and submissions for vendor payments, guest/staff reimbursements and travel vouchers.
• Keep, update and maintain records and spreadsheets related to requisitions and AmEx statements.
• Assists the Administrative Manager with the coordination of Cancer Center guests, events and meetings, including but not limited to preparing itineraries, flyers, sign-in sheets, conducting tours, ordering, etc.
• Order supplies utilizing all Stony Brook and outside systems including Wolfmart, Lawson, Amazon, etc
• Assist the Administrative Manager with Office/Suite operations including ordering, sorting incoming mail and maintaining office directories.
• Accreditation; ensure that all aspects of ACGME (Accreditation Council for Graduate Medical Education) are met including internal reviews and site visits, tracking resident data in ACGME WebAds, ACGME Milestones and Clinical Competency Data for all fellows in Palliative Care and the annual ACGME residency survey.
• Recruitment: using the ERAS database screen potential candidates for both Hematology/Oncology and Palliative Care. Schedule interviews with the appropriate faculty and coordinate all of the details of the interview day including the menu, food service, conference rooms, vendors and events related to the day. Process all related invoices for payment for both areas and resolve any issues with payment processing as they arise. Process appointment paperwork for the new-fellow hires for both areas. Handle the credentialing piece as needed and coordinate orientation for new hires.
• Track and monitor all evaluations for Palliative Care. This includes the tracking the fellows' schedules and then ensuring all their information is maintained, accurate and up-to-date data in New Innovations.
• Create and maintain the fellows' files to ensure all information is accurate and up to date. Track time and attendance using the KRONOS system. Work closely with the Medical House Staff office to ensure all fellows are administratively compliant with their health records, completion of training modules, medical records, etc. Track and record the fellows' progress and effort in each program and provide updates to the Program Directors.
• Schedule electives and rotations for students and/or fellows. Schedule and coordinate conferences and Grand Rounds and administer the yearly In-Service Training program.
• Other duties as assigned.

Qualifications

Required Qualifications: Associate's degree and at least 2 years of administrative and/or supervisory experience or, in lieu of degree, a High School diploma or equivalent and at least 4 years of administrative and/or supervisory experience. Proficient in all Microsoft Office applications including Word, Excel and Outlook.

Preferred Qualifications: Administrative experience working for executive leadership in an academic, clinical or research environment. Experience with financial functions including accounts payable, ordering and reimbursements. Demonstrated experience in handling administrative functions with independence and accountability.

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)632-6280.

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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 $48,839 - $59,533 / year.

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 UUP positions have an additional $3,400 for location,

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.