Physician Recruiting Assistant

Stony Brook University•Stony Brook, NY

About The Position

The Physician Recruitment Assistant provides comprehensive administrative and operational support to the Physician Recruiting team. This role ensures a smooth and professional candidate experience by coordinating interviews, preparing materials, maintaining documentation, and facilitating timely communication with interview panels and internal partners. The Assistant also assists with budgeting, vendor management, and supports recruitment events and job fairs.

Requirements

Associate's degree and 6 months experience in a human resources administrative support role.
Ability to manage multiple priorities and tasks and work in a fast-paced environment.
Demonstrated proficiency with computer software, including Microsoft Office applications, Word, PowerPoint, Advanced Excel, Microsoft Outlook.
Ability to work collaboratively and independently.
Must be a team player who can work in a fast paced environment.
Strong written and verbal communication skills.

Nice To Haves

Familiarity with PeopleSoft, Taleo and/or other HR Information Systems.
Experience in a Healthcare or Hospital System Human Resources.
Bachelors degree

Responsibilities

Schedule interviews with candidates, physician interview panel members, and other key stakeholders.
Prepare and distribute interview itineraries, candidate packets, and required materials.
Compile interview feedback forms, calculate interview scores, and share overall averages with the interview panels.
Maintain accurate interview calendars, updates, and confirmations.
Assist with the creation of professional communication packets, presentations, and information sheets for job fairs and recruitment events.
Support onsite and virtual job fairs, including preparation, logistics, and follow-up.
Manage the preparation and submission of mid-search review data required by the Office of Equity and Access (OEA).
Maintain candidate records, job files, and search-related documentation in accordance with organizational and regulatory requirements.
Answer phones, triage calls, take accurate messages, and provide timely follow-up.
Schedule meetings and support calendar management for the Physician Recruiting team.
Track recruitment-related expenses, assist with budgeting activities, and process invoices or reimbursement requests.
Order office supplies and maintain inventory for the recruitment team.
Prepare correspondence, forms, and routine communications on behalf of the team.
Assist with new vendor setup, contract routing, and coordination with HR, Finance, and other departments as needed.
Maintain accurate databases, spreadsheets, and tracking tools for candidate status, interview outcomes, open searches, and expenses.
Generate reports and dashboards as needed for leadership, Finance, OEA, and internal HR partners.
Support continuous improvement efforts by identifying process efficiencies and recommending enhancements to workflows.