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 I REF#: HS-R-8130-13-09-S
Budget Title: same as above Research Foundation Support Position
Department: Family Medicine RF Line#: R0726000
Grade: N.6 Campus: Stony Brook West Campus/HSC*
Salary: $30,000
THIS POSTING IS NOT CURRENT !!!

Required Qualifications: High School Diploma/GED. Three years of progressively responsible full time office experience. Ability to communicate effectively with staff, families, children and the public via telephone and personal contact. Ability to use computer and word processing software programs, multi-lined telephone system and copier. Ability to sort, alphabetize documents, records and/or files. Good written, literacy and language skills. Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. Applicants must submit their operator's license number on their application form for a motor vehicle check.

Please note: The incumbent will receive certification to conduct hematology (finger stick) testing at SBU after hiring.


Preferred Qualifications: Associate's Degree. Progressively responsible office experience. WIC experience. Bilingual Spanish.

Brief Description of Duties: The Administrative Assistant will provide administrative support for the Special Supplemental Nutrition Program for Women Infants and Children (WIC).  S/he will work primarily at the Bay Shore location, but may be required (on occasion) to cover other WIC locations.
  • Provide participant centered clinic support for the WIC program. Meet compliance training requirements for the Research Foundation at Stony Brook University, Stony Brook Medicine and the WIC Program. Incumbent is responsible for handling personnel paper work including, employee time-sheets bi-weekly in accordance to the Research Foundation rules and regulations. Complete time effort reports quarterly and quality assurance self- evaluation bi-annually as required by the WIC program.
  • Answer telephones, retrieve voicemail messages and relay messages to appropriate staff.
  • Verify documents and proof of financial, residential and categorical eligibility for the WIC Program. Distribute WIC Checks and ensure proper use. Utilize WICSIS according to state policy.
  • Under the supervision of the Director of Operations and Local Agency Site Managers assist in the implementation of WIC program policies and protocol.
  • Provide good customer service to participants including, help with language translation for participant and staff members. Educate participants about the WIC Program. Include guidance to other local community programs by providing educational material and referral resources that can be beneficial to the participant.
  • Facilitate/schedule staff meetings including community outreach visits, conferences and workshops. Participate in group facilitated discussion classes at the local agency as needed.
  • Coordinate reproduction and maintain inventory of all WIC program materials. Ensure materials are available in appropriate languages.
  • Conduct anthropometry measurements and on site hematology using the finger stick method to determine hemoglobin levels in participants. Conduct quality assurance tests and organize and maintain site hematology binder in correlation with Stony Brook Medicine rules and regulations.
  • Conduct and maintain inventory of all office, hematology, and breastfeeding supplies needed for the WIC program.
  • Maintain participant files. File and pull charts for WIC participant appointments. Provide chart to appropriate staff member. Conduct on going chart review to ensure WIC files are maintained properly.
  • Review/screen medical referral forms and medical documentation forms for accuracy and completeness.
  • Review updated WIC policies, memos, and Communiqués as they are released to the local agency.
  • Ensure the presence of participants at all certifications and health and nutrition update appointments.
  • Schedule appointments for initial and existing WIC participants in the federally mandated time period. Reschedule appointments when needed. Review appointment no-show lists and contact participants by phone and/or mail to ensure that participants receive WIC benefits.

Other Duties:

Special Notes: This is a full time position, 37.5 hours per week, Monday through Wednesday, 9:00 a.m. to 5:00 p.m., Thursday 11:00 a.m. to 7:00 p.m and Friday 8:00 a.m. to 4:00 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. Some nights and weekends may be required. Travel will be required to various locations which may include Long Island, New York City and/or Albany. *This position is located in Bay Shore.

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.

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:

Julie Milliard-Montella
Department of Family Medicine
Health Sciences Center, L-4, Room 050

Stony Brook University
Stony Brook, NY 11794-8461
Fax#: (631) 444-7552



Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 09/20/2013, 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: 09/08/2013
Additional Categories: