Executive Assistant to the Chief Information Officer

Location
Stony Brook, NY
Posted
Sep 13, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution
Job Description

Executive Assistant to the Chief Information Officer-1702588

Stony Brook Medicine Logo

Position Summary

The Executive Assistant provides administrative and project management support to the Chief Information Officer for Stony Brook Medicine. Incumbent is responsible for maintaining the Chief Information Officer’s calendar and making travel arrangements and coordinating meetings and conferences. The incumbent will assist in the development of presentation materials and any major project related tasks. The incumbent will be the IT knowledge expert to direct the organization to appropriate person/area.

Duties of an Executive Assistant to the Chief Information Officer may include the following but are not limited to:

  • Receives and screens incoming telephone calls, mail, and visitors; researching and responding to various inquires while directing other inquiries as necessary to responsible areas. Responsible for the preparation and/or coordination of official correspondence and formal presentations by the Chief Information Officer that are accurate, complete and meet quality standards for appearance and presentation.
  • Generates scheduling, correspondence, location reservation and meeting minutes for IT meetings as required. Responsible for the follow up on all action items. Compiles status reports of projects and enters information and issues in a database for tracking and generates reports as requested. Coordinate the development and document retention of education and communications
  • Responsible for the Chief Information Officer’s calendar by setting priorities for activities and appointments and keeping abreast of activities throughout SBUH, HSC, the Campus, the Community, and elsewhere that may require the Chief Information Officer’s attention.
  • Coordinates personnel actions for the Chief Information Officer. This includes recruitment, appointments, interactions with outside agencies in the search process, performance programs, evaluations, and interaction with search committees. Maintains confidential files.
  • Ensures compliance with applicable laws and regulatory requirements by keeping abreast of regulatory issues. Drafts responses for the Chief Information Officer for regulatory agencies in a timely manner. Recommends policy and procedure revisions based on regulatory changes.
  • The incumbent will be responsible for reviewing, coordinating, and encumbering funds for the division. Prepare, monitor, coordinate and expedite purchase requisitions and services for the Chief Information Officer, review invoices for accuracy prior to payment, perform data entry necessary to input expense information into spreadsheet format for the maintenance of records and preparation of reports as needed.
  • Prepares and coordinates all travel arrangements, follow-up and reimbursement for the Chief Information Officer for local and national conferences and speaking engagements. Other duties and responsibilities as assigned.
  • The incumbent will be responsible for leading special projects at the request of the Chief Information Officer.
  • Qualifications

    Required: Bachelor’s degree required. At least 3 years of experience in a senior level administrative assistant position is required. Proficiency in Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook) required. Incumbent must have excellent interpersonal skills and the ability to function as a team member; also have the ability to maintain a professional demeanor at all times. Must be able to work autonomously and make clear concise decisions in highly confidential matters. Excellent verbal and writing skills with the ability to multitask to adequately represent the Chief Information Officer.

    Preferred: Experience working in IT department or as an assistant to Chief Information Officer. ACCESS database and other health care related electronic systems (e.g., electronic medical records – Cerner, Siemens) preferred. Healthcare/hospital experience preferred.



    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.

    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.



    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.


    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.

    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 AT http://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: Medical Center Information Systems-Stony Brook University Hospital
    Schedule: Full-time Day Shift 8:30am - 5pmMedical Center Information Systems-Stony Brook University Hospital
    Posting Start Date: Sep 12, 2017
    Posting End Date: Sep 26, 2017, 11:59:00 PM
    Salary: Commensurate with Experience
    Salary Grade: SL2

    PI99390718