Campus Description: Stony Brook University has established itself as one of America's most dynamic public universities, a center of academic excellence and a leader in health education, patient care and research. Listed among the top 1 percent of all universities in the world by Times Higher Education World University Rankings, Stony Brook is home to more than 24,000 undergraduate, graduate and doctoral students and more than 13,500 faculty and staff, including those employed at Stony Brook Medicine, Long Island's premier academic medical center and teaching hospital. With 597 beds, Stony Brook Hospital is the region's only tertiary care center and Regional Trauma Center. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory.
Descriptive Title: Administrative Assistant II (2 Positions) REF#: HS-R-8127-13-09-S
Budget Title: same as above Research Foundation Support Position
Department: Ob/Gyn RF Line#: R0719000 & R0720000
Grade: N.7 Campus: Stony Brook West Campus/HSC
Salary: $35,800 - $40,000
THIS POSTING IS NOT CURRENT !!!

Required Qualifications: High School Diploma/GED. Four years of progressively responsible full time administrative experience. Proficient in Microsoft Word and Excel. Professional phone manner, strong organizational and communication skills, detail oriented with the ability to prioritize and multitask. Ability to work both independently and as part of a team.
Preferred Qualifications: Knowledge of Microsoft Publisher and PowerPoint. Knowledge of Medical Terminology.

Brief Description of Duties: The Administrative Assistant will provide administrative support to the Physicians in the Department of Obstetrics, Gynecology and Reproductive Medicine. The selected candidate will:
  • Coordinate Division Directors and other faculty with schedule, meetings, conferences and calendar.
  • Create the daily schedule and facilitate necessary paperwork for changes to schedule and vacation request for division. Prepare and distribute EMS schedule and notify of changes.
  • Assist faculty in transcribing all dictated and written consultation correspondence and chart notes; distribute via fax and mail to clinic and referring physicians.
  • Assist doctors with preparing indirects for expenses, travel and mileage; keep spreadsheets current and distribute quarterly updated. Process various license renewals. Compile all necessary paperwork and submit various re-applications for faculty.
  • Reception/Secretarial duties: answer phones and triage physician, patient, student, pharmacy and miscellaneous calls. Greet and assist visitors. File, create and update files. Faxing, copying and ordering supplies.

Other Duties:

Special Notes: These are full time positions, 37.5 hours per week, Monday through Friday, 8:30 a.m. to 5:00 p.m. 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. Internal and external search to occur simultaneously. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

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 University's Employee Health Services (The hiring department will be responsible for any fee incurred for examination), clear a background investigation, 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.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a Research Foundation Employment Application, Resume and Cover Letter to:

Darlene Swords
Department of Ob/Gyn

Health Sciences Center, T-9, Room# 020
Stony Brook University
Stony Brook, NY 11784-8091
Fax# 631-444-8954



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 09/13/2013, unless specifically noted otherwise in the Special Notes Section.

EQUAL OPPORTUNITY EMPLOYER, FEMALES, MINORITIES, DISABLED, VETERANS.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE 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 Category: C) Secretarial and Clerical positions (including Administrative Assistant).
Posting Date: 09/01/2013
Additional Categories: