Administrative Support Specialist – Cancer Center Administration

Stony Brook University•Stony Brook, NY

7d•$49,816 - $60,724•Onsite

About The Position

At Stony Brook Medicine, the Administrative Support Specialist for Cancer Center Administration will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills and have the ability to multi-task. The incumbent presents a professional appearance and exercises sound judgement and communication skills when working with staff, faculty, physicians, senior leadership and outside vendors and guests. The selected candidate will be required to travel within the campus environment including MART, Hospital, HSC and West Campus and attend offsite Symposiums and Retreats as needed.

Requirements

Associate degree and at least 2 years of administrative business operations experience or, in lieu of degree, a high school diploma or equivalent and at least 4 years of administrative business operations experience.
Experience with calendar and meeting management (including but not limited to: scheduling, preparing agendas & taking minutes).
Proficient in all Microsoft Office applications including Word, Excel and Outlook.
Ability to lift/carry up to 25lbs.

Nice To Haves

Administrative experience working for executive leadership in an academic or research environment.
Experience with financial functions including accounts payable, ordering and reimbursements.
Demonstrated experience in handling administrative functions with independence and accountability.

Responsibilities

Provide full range of administrative assistance, including but not limited to receptionist type duties, greeting & directing visitors, answering telephones, taking and recording meeting minutes, copying, scanning, typing and Outlook calendar maintenance.
Prepare and track requisitions and submissions for vendor payments, guest/staff reimbursements and travel vouchers. Keep, update and maintain records and spreadsheets related to requisitions and AmEx statements.
Assist the Administrative Manager with the coordination of Cancer Center guests, events and meetings, including but not limited to preparing itineraries, flyers, sign-in sheets, conducting tours, ordering, etc.
Order supplies utilizing all Stony Brook and outside systems including Wolfmart, Lawson, Amazon, etc.
Assist the Administrative Manager with Office/Suite operations including ordering, sorting incoming mail and maintaining office directories.
Other duties as assigned.