Administrative/Legal Assistant - Graduate Medical Education

Location
Stony Brook, NY
Posted
Aug 08, 2017
Institution Type
Four-Year Institution
Job Description

Administrative/Legal Assistant - Graduate Medical Education-1702300

Duties of a Administrative/Legal Assistant in Graduate Medical Education may include but are not limited to:

Provides administrative and technical assistance to Vice Dean

  • Reviews all new and renewing Master Affiliation Agreements (MAAs) and Program Letters of Affiliation (PLAs) for accuracy, grammar, and appropriateness
  • Works with legal to ensure compliance and protection of SBUH/Stony Brook Medicine and its residents in MAAs and PLAs.
  • Keeps schedule of timeline for expiration and renewal of MAAs and PLAs
  • Helps organize, update, and facilitate renewal of GME policies and creation of new GME policies
  • Calendar and appointments, including scheduling of all meetings for which GME is responsible
  • Meeting preparations including audio/visual, copies, etc.
  • Records, distributes, and keeps minutes of meetings
  • Plans, prepares, or oversees the preparation of periodic and special reports.
  • Travel Arrangements, when necessary
  • Facilitates written and verbal communication to and from all levels of staff within the university and with external entities, including other Hospital/University Officials and accreditation agencies.
  • Assists Medical Staff Office when necessary
  • Supports office of Graduate Medical Education Schedules and prepares for Graduate Medical Education Committee (GMEC) meetings Staff support for GMEC Subcommittees Scheduling and ordering food for Chief Resident Quality Council and Patient Safety Resident Council Staff support for Coordinator Council, including representing GME in Council projects Support for Vice Dean/DIO and Assistant DIO committee work Daily mail pick up and sorting Develops, coordinates, and maintains record keeping and filing systems Answers main phone line May plan and coordinate special and administrative assignments and programs. Coordinates work with other departments. Prepares, edits, and distributes correspondence, reports, forms and other documents Back-Up for other GME office staffOther Duties: As assigned.

    Qualifications

    Required Qualifications: Associate’s Degree and 4 years related administrative experience, or Bachelor’s degree and 2 years related administrative experience. Proficiency in Microsoft Word, Excel and PowerPoint. Proficiency in Outlook including Calendaring, facility with web page editing. Must possess excellent organizational, customer service, and interpersonal skills. Must have excellent verbal and written communication skills. Ability to maintain strict confidentiality is essential.

    Preferred Qualifications: Bachelor’s Degree; GME Experience. Paralegal certification. Knowledge of SUNY policies. Knowledge of National Residency Match Program (NRMP). Knowledge of Accreditation Council for Graduate Medical Education (ACGME) evolving requirements. Knowledge of New Innovations. Knowledge of PeopleSoft. Experience working in a University/College setting.


    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.

    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.
    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.


    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: TH Staff Assistant I
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: Graduate Medical Education-Stony Brook University Hospital
    Schedule: Full-time Day Shift 8:30AM - 5:00PMGraduate Medical Education-Stony Brook University Hospital
    Posting Start Date: Aug 7, 2017
    Posting End Date: Aug 21, 2017, 10:59:00 PM
    Salary: Commensurate with Experience
    Salary Grade: SL2

    PI98966257