Physician Recruiting Assistant

Stony Brook University•Town of Brookhaven, 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

High school diploma or equivalent.
Three or more years of administrative support experience, including managing complex calendars, coordinating meetings and interviews, preparing and compiling professional documents and packets, maintaining organized filing systems, and creating or updating spreadsheets, trackers, and other data tools.
Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
Excellent verbal and written communication skills, with strong customer service and professionalism.
High attention to detail and accuracy, especially with scheduling, data, and documentation.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with applicant tracking systems.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong interpersonal skills and ability to communicate effectively with physicians, leaders, candidates, and staff.

Nice To Haves

Associates or Bachelor’s Degree
Experience in physician or provider recruitment, talent acquisition, medical staff services, or healthcare HR.
Familiarity with budget tracking, invoice processing, or basic finance workflows.
Experience with event coordination or job fairs.

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.