TH Instructional Support Associate - Project Office - 1901114
Duties of a TH Instructional Support Associate in the Project Office may include the following but are not limited to:
Project Mates support - Maintain, track and update projects in Project Mates. Maintain, analyze and update project list including master project list with associated time using Microsoft Office. Create work request numbers utilizing Stony Brook University electronic systems and open an electronic record in Project Mates for the Facilities division. Coordinate and maintain license contract (renewals) in a timely manner with Project Mates, Business Office and Procurement
Work with Project Mates vendor to coordinate the roll out of new versions of the program as they are release
Provide education in-services as needed. Assist with setting up vendor educational sessions for the following year as per Project Mates contract. Trouble shoot and find solutions to the concerns of the divisional staff members, vendors and other departments
Develop an audit process to ensure that the required documentation is being uploaded and maintained in the Project Mates system. Conduct audits and report discrepancies to the Director of Finance and Business Operations
Find ways to improve and alleviate concerns raised by users
Assist in development of Request for Proposals for professional services and equipment, as necessary
Design and implement presentations, forms and reports
Assist with processing procurements for in house construction projects. Assist, track, follow-up and close outs including financials, of projects for construction
Participate in various meetings and committees, including owner/Architect/Construction, Project Team, Project Office, Construction meetings and additional meetings as required. Incumbent will be require to take and distribute minutes as required
Assist with tracking of expenses and purchases for capital projects and daily construction projects and signage
Assist with project management assignments as delegated by Assistant Administrations
Special Projects as assigned
Maintain, monitor and track a database for sustainable/green construction materials for the Hospital Architectural Services, Project Management Office and Construction Departments
Assist Hospital Architectural Services with reporting energy activities
Required Qualifications: Associate's Degree or higher in Business Administration or related degree with 3 years of relevant administrative experience or, i n lieu of a degree, 5 years of relevant administrative experience. Proficiency in Microsoft Office (including Word, Project, Access, Outlook, and Power Point). Exemplary customer service skills, positive attitude, and positive demeanor. Excellent verbal and written communication skills.
Preferred Qualifications: Administrative experience in a large institutional setting, healthcare or corporate environment. Project management experience. Construction experience. Experience using Project Mates software.
Special Notes: The Search Committee will begin the review of applications on 04/23/2019 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
Internal Number: 1901114
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.