Executive Assistant to the Chief Medical Officer - 1901745
The Executive Assistant provides administrative and project management support to the Chief Medical Officer for Stony Brook Medicine. Incumbent is responsible for maintaining the Chief Medical Officer's calendar, making travel arrangements and coordinating meetings and conferences. The incumbent will assist in the development of presentation materials and any major project related tasks. The incumbent will assist in the development and monitoring of the annual budget. Communications - email blasts and blog
Duties of an Executive Assistant to the Chief Medical Officer may include the following but are not limited to:
Receives and effectively screens incoming telephone calls, mail, and visitors; researching and responding to various inquires while directing other inquiries as necessary to responsible areas.
Responsible for the preparation and/or coordination of official correspondence and formal presentations by the Chief Medical Officer that are accurate, complete and meet quality standards for appearance and presentation.
Generates scheduling, correspondence, location reservation and meeting minutes for CMO meetings as required.
Responsible for the Chief Medical Officer's calendar by setting priorities for activities and appointments and keeping abreast of activities throughout SBUH, HSC, the Campus, the Community, and elsewhere that may require the Chief Medical Officer's attention. Attend meetings as representative for the Chief Operating Officer, as needed.
Coordinates personnel actions for the Chief Medical Officer. This includes recruitment, appointments, interactions with outside agencies in the search process, performance programs, interactions with search committees, tracking staff evaluation due dates, recertification schedules and employee health evaluations, as required. Maintains confidential files for disciplinary and other medical staff issues
Ensures compliance with applicable laws and regulatory requirements by keeping abreast of regulatory issues. Drafts responses for the Chief Medical Officer for regulatory and accrediting agencies in a timely manner. Maintains familiarity with current trends in medical operations including safety, quality and efficiencies of care.
Works as a resource to the direct reports of the CMO facilitating coordination of complex activities involving Medical Staff Affairs, Clinical Risk Management, Quality and Patient Safety, Graduate Medical Education, Hospital Nurse Practitioners & Regulatory Affairs.
Serves as secretary to newly organized CMO council.
Compiles budget data and manages the budget for the Chief Medical Officer. The incumbent will be responsible for reviewing, coordinating, and encumbering funds for the division. Prepare, monitor, coordinate and expedite purchase requisitions and services for the Chief Medical Officer, review invoices for accuracy prior to payment, perform data entry necessary to input expense information into spreadsheet format for the maintenance of records and preparation of reports as needed.
Prepares and coordinates all travel arrangements, follow-up and reimbursement for the Chief Medical Officer for local and national conferences and speaking engagement Helps process meeting and travel financial approvals and associated accounting paperwork for directly reporting Senior Directors
Serves as the first chain of command for administrative support when the hospital command center is activated.
Provides clerical support for divisional education.
Maintains property control records as needed.
Other duties and responsibilities as assigned.
High School Diploma or equivalency
A minimum of five (5) of Administrative Assistant Experience, three (3) or more of which must be supporting a Director level position or above.
Proficiency in all Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook)
Strong organizational skills and time management skills
Exceptional communication skills both written and oral
Must possess a high level of professionalism and courtesy and must be able to work collaboratively with team members at all levels of the organization.
Sound decision making skills and professional judgement.
Track record of and commitment to ensuring the highest level of confidentiality.
Associates Degree or above.
Special Notes: 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@example.com .
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
Official Job Title: TH Staff Assistant I
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Hospital Executive Offices-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30am 5:00pm Pass Days: Sat, Sun
Posting Start Date: Jun 25, 2019
Posting End Date: Jul 26, 2019, 3:59:00 AM
Salary: Commensurate with Experience
Salary Grade: SL2
Internal Number: 1901745
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.