Business Support Assistant - Clinical Support/Mental Health/Psychiatry

Stony Brook University • Town of Brookhaven, NY

11d • Onsite

About The Position

At Stony Brook Medicine, the Business Support Assistant provides administrative and executive support to hospital leaders and coordinates office functions for Psychiatry units. The role supports the Neurosciences Institute and Psychiatry service line, working under the general direction of the Assistant Vice President of Operations for the Neurosciences and the Assistant Vice President of Nursing for Psychiatry. Responsibilities include scheduling and meeting logistics, preparing presentations and reports, tracking and analyzing data, coordinating assigned activities—including crisis prevention training—and managing communications, records, supplies, and intern clearances. The incumbent also collaborates with physical plant staff to coordinate unit maintenance and improvements.

The position provides daily administrative coordination and support, responding to inquiries and troubleshooting or prioritizing issues on behalf of leadership. It requires regular interaction with patients receiving care in Psychiatry units. Qualified candidates demonstrate strong communication and organizational skills, basic project management ability, and intermediate Excel skills. The role may be designated essential during institutional emergencies and may require wearing respiratory protection.

Requirements

• Associate’s degree.
• At least 2 years of experience in an office, hospitality, customer service, or other work environment requiring diverse tasks and routine interaction with others.
• Ability to manage multiple priorities and tasks and coordinate complex schedules and calendars.
• Demonstrated proficiency with computer software, including Microsoft Office applications, email, and the Internet.
• Ability to work collaboratively and independently on assigned tasks and accept direction on assignments.
• Ability to prioritize tasks independently and work as a team member in a fast-paced environment.
• Strong written and verbal communication skills and ability to work with other staff assistants and large teams.
• Resume/CV must be included with the online application.
• Selected candidate must complete a pre-employment physical examination and obtain medical clearance, complete an electronic reference check with at least three professional references, pass a four-panel drug screen, and meet regulatory pre-employment screening requirements.
• Provide copies of any required New York State licenses or certificates.

Nice To Haves

• Bachelor’s degree with 5 or more years of experience in an office, hospitality, customer service, or other work environment requiring diverse tasks and routine interaction with others.
• Experience compiling materials for meetings or at supervisors’ request.
• Experience in a healthcare environment.
• Experience using Zoom and/or Microsoft Teams.

Responsibilities

• Provide support to supervisors, including the Crisis Prevention Team, Functional Therapeutic Activities, and Behavioral Health Specialists.
• Support Crisis Prevention Training activities both in and out of the classroom.
• Coordinate intern clearances and ensure required clearances and access arrangements are completed before assignments begin.
• Coordinate supervisors’ calendars and schedules, including travel, professional and business schedules; prepare meeting materials and interface with hospital and nursing administration personnel.
• Respond to inquiries, troubleshoot issues, exercise independent judgment when appropriate, and refer or provide solutions to problems.
• Maintain calendars; receive telephone calls and visitors; compose, edit, and submit correspondence; and manage and prioritize incoming and outgoing mail.
• Draft and prepare correspondence, documents, and reports; edit correspondence for signature; and ensure incoming correspondence requiring supervisors’ attention is acted upon.
• Assemble relevant meeting documents, attend meetings as required, take and distribute minutes, and initiate timely follow-up on action items and activities.
• Prepare or assist with reports and presentations and distribute applicable information.
• Provide project and event planning and management support, along with other assigned duties.
• Coordinate office functions, including communications, record keeping, document preparation and filing, supply ordering and inventory management, and tracking data.
• Collaborate with physical plant staff to coordinate unit maintenance and improvements.

Benefits

• Comprehensive benefits, including generous leave, health insurance, and participation in the state pension system.
• Some positions may include annual supplemental pay, such as location pay for UUP, CSEA, and PEF full-time positions and shift differentials for applicable shifts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree