Senior Staff Assistant

SUNY Downstate Health Sciences University•Brooklyn, NY

28d

About The Position

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors. Bargaining Unit: UUP Job Summary: The Department of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant. The successful candidate will: Assist the Department Chair as needed, in the day to day operations. Coordinate all administrative aspects of the monthly department meetings. Coordinate CME lectures for Grand Round Series, and updates and maintains budgets, academic and travel calendars and travel vouchers for the department. Draft correspondence and CAPQ (Committee on Appointments, Promotions and Tenure) recommendation letters on behalf of the Chairman. Coordinate administrative support to Department Chair, including: correspondence, mailings, calendars, appointments, scheduling meetings, typing dictations, letters, memos, manuscripts, policy and procedure manuals, agendas, QI peer review cases and the minutes for department meetings. Direct daily operations of the office with regards to phones, scheduling of meetings and conferences, mail sorting, copying, filing, ordering of supplies. Assist with grant applications for research funding as requested. Be responsible for creating and managing slides, and slide presentations and posters for national meetings. Assist with preparation for manuscripts for publications. Assist the Department Chair with the following: coordination of meetings (i.e. clinical business meetings, teaching rounds, etc.); record and distribute minutes; prior to scheduled meetings, collect and disburse all data and information to appropriate individuals. Perform general office duties (i.e. taking messages, pull literature copy, distribute filing, schedule daily appointments and schedule medical consultations. Schedule, confirm and prepare reports for meetings with faculty, staff, residents/students, interdepartmental personnel and outside agencies, and prepare correspondence as needed. Create, coordinate and distribute all coverage schedules and assignments to all involved parties monthly. This involves contacting participating individuals for their schedules a month or two in advance; arranging coverage for staff out sick, creating and disbursing the schedule. Demonstrate responsibility for all administrative matters for the department head in their absence, or as delegated; develop, prepare and monitor departmental or research budgets; monitor expenditures and supervise the maintenance of financial accounts and records; perform general ledger activities and financial reporting; prepare monthly and year-end journal entries. Interview, hire, train and make recommendations concerning the evaluation, promotion. and termination of support staff. Assist with recruitment of new faculty members, staff and fellows. Conduct planning, assigning, reviewing and supervising the work of subordinates and support staff; review and approve appointment recommendations. Purchase requisitions and personnel transactions before final consideration by department head, dean, etc.; monitor affirmative action initiatives and compliance. Draft correspondence for department head's signature. Oversee coordination of private philanthropy activity and special event programming; provide first line liaison between the department and various groups and/or public.

Requirements

Bachelor's Degree.
5+ years of administrative work experience.
Proficiency with Microsoft Office Suite.
Or, a satisfactory equivalent combination of experience, education or training to the above.

Nice To Haves

Supervisory work experience in an administrative role.

Responsibilities

Assist the Department Chair as needed, in the day to day operations.
Coordinate all administrative aspects of the monthly department meetings.
Coordinate CME lectures for Grand Round Series, and updates and maintains budgets, academic and travel calendars and travel vouchers for the department.
Draft correspondence and CAPQ (Committee on Appointments, Promotions and Tenure) recommendation letters on behalf of the Chairman.
Coordinate administrative support to Department Chair, including: correspondence, mailings, calendars, appointments, scheduling meetings, typing dictations, letters, memos, manuscripts, policy and procedure manuals, agendas, QI peer review cases and the minutes for department meetings.
Direct daily operations of the office with regards to phones, scheduling of meetings and conferences, mail sorting, copying, filing, ordering of supplies.
Assist with grant applications for research funding as requested.
Be responsible for creating and managing slides, and slide presentations and posters for national meetings.
Assist with preparation for manuscripts for publications.
Assist the Department Chair with the following: coordination of meetings (i.e. clinical business meetings, teaching rounds, etc.); record and distribute minutes; prior to scheduled meetings, collect and disburse all data and information to appropriate individuals.
Perform general office duties (i.e. taking messages, pull literature copy, distribute filing, schedule daily appointments and schedule medical consultations.
Schedule, confirm and prepare reports for meetings with faculty, staff, residents/students, interdepartmental personnel and outside agencies, and prepare correspondence as needed.
Create, coordinate and distribute all coverage schedules and assignments to all involved parties monthly. This involves contacting participating individuals for their schedules a month or two in advance; arranging coverage for staff out sick, creating and disbursing the schedule.
Demonstrate responsibility for all administrative matters for the department head in their absence, or as delegated; develop, prepare and monitor departmental or research budgets; monitor expenditures and supervise the maintenance of financial accounts and records; perform general ledger activities and financial reporting; prepare monthly and year-end journal entries.
Interview, hire, train and make recommendations concerning the evaluation, promotion. and termination of support staff.
Assist with recruitment of new faculty members, staff and fellows.
Conduct planning, assigning, reviewing and supervising the work of subordinates and support staff; review and approve appointment recommendations.
Purchase requisitions and personnel transactions before final consideration by department head, dean, etc.; monitor affirmative action initiatives and compliance.
Draft correspondence for department head's signature.
Oversee coordination of private philanthropy activity and special event programming; provide first line liaison between the department and various groups and/or public.