Business Support Assistant - Neurosciences

Stony Brook University•Town of Brookhaven, NY

12d

About The Position

At Stony Brook Medicine, a Business Support Assistant is a valuable member of our team, who provides administrative and executive support and has the ability to interface with all levels of management throughout the hospital. Incumbent will coordinate all office functions for The Assistant Vice Presidents of Operations and Nursing for the Neurosciences Institute,. This includes scheduling meetings, meeting logistics, preparing presentation materials, tracking data, coordination of assigned projects, budget reconciliation, telephone reception, processing of communications into and out of the office, record keeping and preparation, filing of documents, supply ordering and inventory management etc. The position will collaborate with unit, Hospital and University leadership, finance, HR, physical plant, project managers, regulatory bodies and IT, . Qualified candidates will demonstrate superior communication and organizational skills, basic project management and intermediate Excel skills. The Business Support Assistant be responsible for a variety of support and coordination of activities as it relates to the Neurosciences Institute and Neurosciences Institute service lines, under the direct supervision of the Assistant Vice President of Operations for the Neurosciences and the Assistant Vice President of Nursing for Neurosciences. The incumbent is responsible for providing administrative support and coordination for all daily activities. This position has responsibility for troubleshooting, prioritizing, acting upon and/or reassessing inquiries and/or problems on behalf of leadership as well as providing and understanding data collection and analysis.

Requirements

Associate’s degree
At least 2 years of experience in an office, hospitality or customer service setting, or other work environment requiring diverse tasks and routine interface with others
Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendars
Demonstrated proficiency with computer software, including Microsoft Office applications, e-mail, and Internet
Ability to work collaboratively and independently on assigned tasks as well as accept direction on given assignments
Team player in fast paced environment who is able to prioritize tasks independently. Strong written and verbal communication skills required with ability to work with other staff assistants, as well as large teams

Nice To Haves

Bachelor's degree with 5 or more years of experience in an office, hospitality or customer service setting, or other work environment requiring diverse tasks and routine interface with others
Experience compiling materials for meetings and/or at the request of supervisors. Experience in a healthcare environment
Experience using Zoom and/or Microsoft Teams
Experience with purchasing, budgets, monitoring spending, reconciling invoices for vender payment, expense reports/reimbursements and/or reconciling monthly credit card statements

Responsibilities

Project and event planning support/management including comprehensive fiscal coordination with funding sources
Execute purchases and monitor fiscal spending of all budgets within the Neurosciences Institute through use of data management tools such as Concur, SUNYBI, FMR and Lawson
Maintain and coordinate calendar(s) and receive telephone calls and visitors on behalf of supervisors, compose, edit and submit correspondence on behalf of supervisors as needed. Manage and prioritize the supervisors’ incoming and outgoing mail.
Coordinate the schedules of the supervisors, which includes travel plans, professional and business schedules, research and prepare meeting materials, and interface with other University Senior management, officers, Neurosciences personnel and other Hospital/Nursing Administration staff.
Respond to inquiries, troubleshoot, and make independent judgments when able, refer or provide solutions to issues raised or identified.
Draft and prepare correspondence as well as documents and data reports. Edit and approve for signature any correspondence prepared by supervisors and others assigned by supervisors. Prioritize and ensure that all incoming correspondence for the Supervisors requiring attention are acted upon.
Assemble and provide relevant documents for meetings and attend meetings as required. Take, maintain and distribute meeting minutes on behalf of supervisors. Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed in a timely fashion. Prepare and assist in the preparation of reports and presentations for the Supervisors and ensure dissemination of applicable information.
Other duties as assigned.