Secretary I-Central Sterile

Location
Stony Brook, NY
Posted
May 18, 2017
Institution Type
Four-Year Institution
Job Description

Secretary I-Central Sterile-1701339

Stony Brook Medicine Logo


Position Summary


Our Secretaries at Stony Brook Medicine is the principal administrative support position in an office and increases the effectiveness of program staff by coordinating the paper flow of the office and carrying out the day-to-day administrative support activities required to accomplish the work of the organization. The nature and variety of the activities depend on the program area in which the Secretary works.


The tasks which Secretaries perform fall into four broad categories: communication, coordination, organization and records maintenance.


Duties of a Secretary 1 may include the following but are not limited to:

Provide administrative support:

  • Open, review, sort and distribute the mail in accordance with staff assignments.
  • Review incoming correspondence and reports to determine their significance. Make recommendations to manager or refer to appropriate person for reply. (i.e., read all incoming correspondence, reports, etc. Decide what information manager will need to respond. Refer very technical questions/reports to appropriate program staff requesting draft response, comments, etc. as appropriate. Set deadlines for response. Follow-up to see that appropriate information is being prepared and will be completed by deadline. When information is received, review it to insure that it is complete/covers all necessary points. If it does not, return to program for revision. Insure that response is revised appropriately by deadline. Then refer to manager for action.)
  • Gather data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply. (i.e., Research problem and gather all necessary information to answer questions raised. Decide which program staff must be consulted to verify information. Trace transactions as far back as necessary to insure that all collected information is accurate. Prepare response to correspondence and submit to manager for review.)
  • Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for very technical information.
  • Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff. (i.e., Secretary must have significant knowledge of program area to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, research problems completely with program staff. If question is very technical and requires original interpretation of program area, refer phone call or visitor to correct program staff.)
  • Monitor and track status of program activities.
  • Prepare responses to letters concerning program, policies and procedures for own or supervisor's signature.
  • Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insure that appropriate background material is attached.
  • Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material for storage in records center or for disposal.
  • Schedule meetings and maintain calendar.
  • Make travel arrangements and prepare travel vouchers.
  • Arrange conferences; assemble and coordinate background materials for meetings and conferences. Attend such conferences and prepare a summary of the meeting's conclusions or agreed upon courses of action.
  • Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are followed and deadlines are met.
  • Prepare reports using statistical and narrative information. This may require the use of a microcomputer/CRT and a variety of software packages in order to obtain necessary data. May analyze information and make recommendations.

Develop and revise work methods:

  • Organize the flow of paper in the office.
  • Develop, maintain and update office procedure manuals.
  • Review forms used by the organizational units, suggest changes and draft new forms.
  • Orient staff to office and agency procedures.
  • Perform formatting and keyboarding tasks similar to those described in the classification standard for Keyboard Specialist.
  • Maintain inventory and requisition office supplies.
  • Other duties as assigned as appropriate to rank and departmental mission.

Qualifications


Required Qualifications: As per Civil Service Standards and Specifications. Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.



Special Notes: 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 are 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 has been 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.


The selected candidate must successfully clear a background investigation. 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 (The hiring department will be responsible for any fee incurred for examination), submit (3) written references, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.



About Stony Brook Medicine:

The best ideas in medicine start with the best people. At Stony Brook Medicine, our highest calling is to put the power of ideas to work in our patients’ lives. Stony Brook Medicine integrates and elevates all of our health-related initiatives: education, research and patient care. Stony Brook Medicine is Long Island’s premier academic medical center. With 603 beds, we serve as the region’s only tertiary care center and Level 1 Trauma Center, and are home to the Stony Brook Heart Institute, Stony Brook Cancer Center, Stony Brook Children’s Hospital, Stony Brook Neurosciences Institute, and Stony Brook Digestive Disorders Institute. We also encompass Suffolk County’s only Level 4 Regional Perinatal Center, state-designated AIDS Center, state-designated Comprehensive Psychiatric Emergency Program, state-designated Burn Center, the Christopher Pendergast ALS Center of Excellence, and Kidney Transplant Center. It is home of the nation’s first Pediatric Multiple Sclerosis Center.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We are committed to the creation of a diverse and inclusive campus climate. We encourage protected veterans, individuals with disabilities, women and minorities to apply.


Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.


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 AThttp://www.stonybrook.edu/police


Official Job Title: Secretary 1
Job Field: Civil Service Positions
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Central Sterile-Stony Brook University Hospital
Schedule: Full-time Day Shift 8:00am-4:00pmCentral Sterile-Stony Brook University Hospital
Posting Start Date: May 17, 2017
Posting End Date: Jun 16, 2017, 10:59:00 PM
Salary: As per civil service guidelines
Salary Grade: SG11

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