Senior Administrative Assistant

Job description

Job Description

Senior Administrative Assistant-1801541

Required Qualifications: (As evidenced by an attached resume)

Associate's Degree (equivalent) or higher with five (5) years of full time progressive experience. Must be proficient in MS Word and Excel. Strong writing, proofreading and organizational skills a must.

Preferred Qualifications:

Bachelor's Degree (equivalent) or higher. Experience in an academic or medical setting. Progressive experience coordinating operational activities, event planning and making travel arrangements. Knowledge of SUNY RF policies and procedures as they relate to grants management.

Brief Description of Duties: The Senior Administrative Assistant will report directly to the Division Chief of Cardiology and will provide complex administrative support. This position requires diplomacy, discretion and professionalism with the ability to work independently and as part of a team.

  • Manage the Division Chief’s complex appointment calendar, prioritizing and scheduling appointments, faculty meetings, speaking engagements, travel and other activities. Prepare and maintain lists of meeting topics. Open the incoming mail to evaluate content and identify priority items; distribute copies to self or appropriate staff members for action. Review action items and manage their assignment to, and completion by, other staff members. Establish and maintain a project control system to track action items that are delegated to other staff members. Keep the Division Chief informed of the progress of various projects.
  • Manage all grant related paperwork, monitor and track expenditures and provide updates to the Division Chief.
  • Prepare, proofread, and edit documents, reports and correspondence for signature by the Division Chief and others. Send notices to the faculty and staff on behalf of the Division Chief.
  • Coordinate and announce divisional meetings and arrange for conference rooms, audio visual equipment and catering services and inform participants of the agenda. Prepare background materials and distribute well in advance of the meetings. Facilitate flow of written and oral communications to and from the Division Chief. Prepare meeting minutes; disseminate hard copies and or post electronically, as needed.
  • Gather data from a variety of sources, evaluate and analyze data, prepare detailed information and recommendations for the Division Chief involving individual/corporate biographical information, charts, budget information, special projects and presentation for meetings and conferences.
  • Develop and manage effective filing, retrieval, and archiving system of all Division Chief’s Office administrative support records. Maintain an up-to-date index of the files and oversee annual archiving and/or purging of files, ensuring adherence to SB retention schedules regarding administrative records.
  • Coordinate travel arrangements for the Division Chief and maintain files to ensure all required documentation is available for expense reimbursement.
  • Schedule House Staff to meet individually with the Division Chief during the academic year.
  • Coordinate scheduling of new patient appointments with the medicine specialties clinics when necessary.
  • Other duties as assigned.
Special Notes:The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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About Stony Brook:

Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the six Health Sciences schools — Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County’s only tertiary care center and Regional Trauma Center. Stony Brook Children’s, with more than 180 pediatric specialists in 30 specialties, offers the most advanced pediatric specialty care in the region.

Equal Opportunity Employer, females, minorities, disabled, veterans.

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 Administrative Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Medicine -- Cardiology-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30am - 5:00pmMedicine -- Cardiology-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: Jun 11, 2018
Posting End Date: Jun 25, 2018, 11:59:00 PM
Salary: $50,000-$55,000 / Annual @ 1.0 FTE CWE
Salary Grade: N8





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Job No:
Posted: 6/12/2018
Application Due: 6/26/2018
Work Type: