Senior Staff Assistant

Stony Brook, NY
May 16, 2017
Institution Type
Four-Year Institution
Job Description

Senior Staff Assistant-1700747

Required Qualifications: (As Evidenced by an Attached Resume)
Bachelor’s Degree. In lieu of the Bachelor’s degree, an Associate’s degree and two (2) years of administrative experience may be taken into consideration. Three (3) years of administrative experience in academic/University setting. . Proficient in using Word and Excel. Administrative experience budget, human resources and finance. Experience with events and running programs

Preferred Qualifications:
Knowledge of experience in software programs: New Innovations, resident tracking, applicant tracking system (i.e.Taleo) and PeopleSoft.

Brief Description of Duties:

The Senior Staff Assistant will provide professional administrative support for the Department of Oral Maxillofacial Surgery and support the Residency program for the department and Divisions of Oral Pathology, Dental Anesthesiology and Hospital Dentistry. This position will support department Chair, faculty, residents and students and will be responsible for the development, implementation and assessment of pre-doctoral curriculum. The incumbent will also assist in documentation of compliance with the national accrediting organization (CODA).

Evaluate the curriculum, instituting new protocols, tracking resident/faculty performance for the Residency program in the Division of Oral Pathology, Dental Anesthesiology and Hospital Dentistry.
Coordinate all clinical rotation schedules this includes hospital rotations, community service clinics, school base programs and any other offsite centers that are affiliated with the School of Dental Medicine (SDM).

  • Ensures that the schedule is generated and distributed to all faculty, residents and staff. Schedule and meet with Department chair and division leaders, to create a master schedule, rotations and assist in yearly updates.
  • Ensure that all resident applications and associated materials are completed in a timely manner to ensure students/resident are able to apply for advanced educational programs. Act as a liaison when necessary between University Hospital house staff and the School of Dental Medicine
  • Coordinate all faculty, administrative support positions which include but not limited to; all personnel transaction, faculty appointment packages, visas, monitoring faculty and professional appointments with respect to expiration dates for contract renewal and permanent appointment.
  • Oversee hospital credentialing for new and existing residents in coordination with Stony Brook University Medical Center Office of Graduate Medical Education.
  • Will be using the New Innovations software for hospital residents’ appointments, and TMS (Taleo) for campus appointments. All credentialing information must be distributed to the Dental Care Center support personnel prior to them working in a clinical environment.
  • Maintain compliance with CODA Accreditation Standards for Advanced Education this includes but not limited to maintaining all accreditation documents; schedule meetings; maintain all meeting minutes; distribute information to resident/faculty as needed and to act as a liaison between resident/faculty and Department chair and division leaders.
  • Develop the submission of grant applications including; reporting requirements and data collection with analysis for current grants; maintaining budget for grant; learning the grant management software PIAI;
  • Perform monthly reconciliation of all grants; prepare all requisitions including travel and post to account in accordance to the grant.
  • The incumbent will have access to confidential and sensitive information and will be required to take the Office of Research CORIHS CITI Human Subjects Training Course and HIPAA course
  • Plan and prepare the department’s budget and perform routine monthly reconciliation and analysis for internal and external purposes; which includes maintaining all necessary documentation. Ensure contracts do not expire.
  • Ensure that the day-to-day activities are handled efficiently, accurately, and in the most expeditious manner possible, meeting procedural guidelines and time constraints.
    Arrange the business travel for the Residents.
  • Preparation and processing of travel vouchers. Schedule, organize and setup meetings for the department and division leaders Residency Program.
  • Coordination of resident request for letters of recommendation from the chairman and faculty. Responsible for administrative and clerical support as needed by department faculty and residents for meetings, classes, etc.
  • Maintain correspondence with School of Dental Medicine faculty, staff, students, residents, Stony Brook University community and outside community via email, phone, or postal mail.
  • Answer the telephone, take messages, distribute and follow up of messages for the department and divisions Residency Program for the faculty, staff, and residents.
  • Responsible for order, distribution and keeping a record on all office supplies for the residency program and other related programs.
  • Other duties and projects as assigned, including maintaining optimal functions of office machines (i.e. copy and fax machines) and ordering of supplies and repairs as needed.
  • Special Notes: This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

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    About Stony Brook:

    Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

    Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

    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

    Official Job Title: Senior Staff Assistant
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: Department of Oral Maxillofacial Surgery-Stony Brook University
    Schedule: Full-time Day Shift 8:30 - 5Department of Oral Maxillofacial Surgery-Stony Brook University
    Posting Start Date: May 15, 2017
    Posting End Date: May 29, 2017, 10:59:00 PM
    Salary: $50-60K CWE
    Salary Grade: SL3


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