Senior Staff Assistant

Are you looking to take your career to new heights with a leader in healthcare SUNY Downstate Health Sciences University is one of the nations leading metropolitan medical centers. As the only academic medical center in Brooklyn we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical a healthcare rating company for consumers among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

UUP

Job Summary:

The Department of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant. The successful candidate will:

• Assist the Department Chair as needed in the day to day operations.
• Coordinate all administrative aspects of the monthly department meetings.
• Coordinate CME lectures for Grand Round Series and updates and maintains budgets academic and travel calendars and travel vouchers for the department.
• Draft correspondence and CAPQ (Committee on Appointments Promotions and Tenure) recommendation letters on behalf of the Chairman.
• Coordinate administrative support to Department Chair including: correspondence mailings calendars appointments scheduling meetings typing dictations letters memos manuscripts policy and procedure manuals agendas QI peer review cases and the minutes for department meetings.
• Direct daily operations of the office with regards to phones scheduling of meetings and conferences mail sorting copying filing ordering of supplies.
• Assist with grant applications for research funding as requested.
• Be responsible for creating and managing slides and slide presentations and posters for national meetings.
• Assist with preparation for manuscripts for publications.
• Assist the Department Chair with the following: coordination of meetings (i.e. clinical business meetings teaching rounds etc.); record and distribute minutes; prior to scheduled meetings collect and disburse all data and information to appropriate individuals.
• Perform general office duties (i.e. taking messages pull literature copy distribute filing schedule daily appointments and schedule medical consultations.
• Schedule confirm and prepare reports for meetings with faculty staff residents/students interdepartmental personnel and outside agencies and prepare correspondence as needed.
• Create coordinate and distribute all coverage schedules and assignments to all involved parties monthly. This involves contacting participating individuals for their schedules a month or two in advance; arranging coverage for staff out sick creating and disbursing the schedule.
• Demonstrate responsibility for all administrative matters for the department head in their absence or as delegated; develop prepare and monitor departmental or research budgets; monitor expenditures and supervise the maintenance of financial accounts and records; perform general ledger activities and financial reporting; prepare monthly and year-end journal entries.
• Interview hire train and make recommendations concerning the evaluation promotion. and termination of support staff.
• Assist with recruitment of new faculty members staff and fellows.
• Conduct planning assigning reviewing and supervising the work of subordinates and support staff; review and approve appointment recommendations.
• Purchase requisitions and personnel transactions before final consideration by department head dean etc.; monitor affirmative action initiatives and compliance.
• Draft correspondence for department heads signature.
• Oversee coordination of private philanthropy activity and special event programming; provide first line liaison between the department and various groups and/or public.

Required Qualifications:

• Bachelors Degree.
• 5 years of administrative work experience.
• Proficiency with Microsoft Office Suite.
• Or a satisfactory equivalent combination of experience education or training to the above.

Preferred Qualifications:

• Supervisory work experience in an administrative role.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

Salary Range:

Commensurate with experience and qualifications

Executive Order:

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 Governors Office of Employee Relations ator via email at.

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action equal opportunity employer and does not discriminate on the basis of race color national origin religion creed age disability sex gender identity or expression sexual orientation familial status pregnancy predisposing genetic characteristics military status domestic violence victim status criminal conviction and all other protected classes under federal or state laws.

Women minorities veterans individualswith disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process or in order to perform the essential functions of a position please contactHuman Resources at