Administrative Assistant - Clinical Transformation

Job description

Description 


Position Summary


The Administrative Assistant, under the direction of the Chief Nursing Informatics Officer (CNIO), will be dedicated to provide administrative support to the multiple executive and director staff. The Administrative Assistant will work within multiple departments at multiple locations within Information Technology to support and enhance day-to-day activities. The Department of Clinical Transformation is within the Division of Information Technology and leads the clinical development of Stony Brook University Hospital’s clinical information systems. The Administrative Assistant will also participate in other projects related to the department.  


Duties of the Administrative Assistant may include the following but are not limited to:

  • Assists the Chief Nursing Informatics and directors on team budget development, as required. Monitors the departmental budget on a weekly to monthly basis.
  • Assists and develops presentations.
  • Prepares meetings by coordinating agenda items with team members for the CNIO and team.
  • Records meeting minutes as needed for the CNIO.
  • Maintains organized filing system both hard copy and electronic.
  • Coordinates travel arrangements, prepares travel vouchers, follow-up and reimbursement for the CNIO and directors on team, as necessary.
  • Arranges conferences and meeting times; including booking rooms, assemble and coordinate background materials for meetings and conferences. 
  • Coordinate and process the development of personnel packages for recruitment and hiring of Clinical Transformation employees and maintain tracking of resignations, new hires and filled positions.
  • Prepares reports using statistical and narrative information. This may require the use of excel or access database. May analyze information and make recommendations.
  • Develops databases and utilizes them to manage information for the CNIO and others as needed.
  • Assists with front desk coverage as needed.
  • Adheres to mission and values of Stony Brook University Hospital.
  • Maintains an atmosphere of courtesy and respect.
  • Works collaboratively with, other assistants, staff, department management, physicians and executives.
  • Demonstrates a desire for continued growth by participation in educational programs.
  • Maintain records and process purchase requisitions for both supplies and equipment, and encumber/transfer funds to purchase needed items.
  • Performs additional duties and responsibilities as required.
  • This is a temporary appointment which may be terminated at any time.

    Qualifications

    Required Qualifications (as evidenced by an attached resume)Associate’s Degree and at least 3 years of experience in an administrative role. In lieu of Associate’s Degree, at least 5 years of experience in an administrative role. Proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint). Previous experience with coordination of travel expenses. Previous experience in handling highly sensitive information. Ability to multi-task and excellent time management skills. Excellent verbal and written communication skills. Ability to work independently, be self-directed and show initiative and enthusiasm.


    Preferred Qualifications: Bachelor's Degree or higher. Experience in an administrative role supporting an Executive. Previous experience working for a state institution. Previous hospital/medical/healthcare setting experience. Previous experience working with an IT department. Previous supervisory experience. 



    Special Notes: The Search Committee will begin the review of applications on 03/04/2019 and continue until the position is filled. 


    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 [email protected].

    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



    Job Field: Information Technology
    Primary Location: US-NY-Stony Brook
    Schedule: Full-time
    Shift: Day Shift
    Posting Start Date: Feb 14, 2019
    Posting End Date: Mar 16, 2019, 10:59:00 PM

     

     

     

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    Job No:
    Posted: 2/15/2019
    Application Due: 3/17/2019
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