TH Staff Assistant 1, Pastoral Care Services

SUNY Downstate Health Sciences University•Brooklyn, NY

34d

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 Pastoral Care Services at SUNY Downstate Health Sciences University is seeking a full-time TH Staff Assistant 1. The successful candidate will: Provide comprehensive administrative assistance, including managing calendars, scheduling meetings, and coordinating department activities. Manage and organize the department's daily operations, including scheduling appointments, prioritizing supportive referrals for clerics, scheduling meetings, and events for the Director of Pastoral Care. Coordinate travel arrangements and accommodations for pastoral care staff attending conferences or other events. Assist in drafting and formatting reports, memos, and other communications, and prepare agendas for staff meetings or committees. Assist in preparing and distributing departmental materials, ensuring resources are organized and accessible. Assist with quarterly reports, naming certificates, and Burial Assistance authorization, confer with the director, chaplains, or admitting department to ascertain burial processes. Assist patients and families in locating services and scheduling appointments, ensuring privacy and confidentiality in all interactions. Facilitate and manage office logistics, coordinating with other departments to streamline workflows and processes. Prepare/ready onboarding documents for clerics for the new staff. Create a Pastoral FY statistical chart based on the data retrieved from monthly statistical reports provided by clerics. Reconcile P-Card usages and ensure all statement summaries are ready for submission to the appropriate department. Assist in organizing, planning, and executing department events, such as Nurses Week, Pastoral Week, Religious Holy days (Ash Wednesday, Lighting of Menorah, Ramadan), Annual Health Fair, Organizing the Bible Blitz Event, Employee Wellness Fairs, and other workshops, as requested. Perform other tasks as directed by department leadership, including special projects or emergency support during peak times.

Requirements

Associate Degree.
2+ years of administrative work experience.
Or, a satisfactory equivalent combination of experience, education and training to the above.

Nice To Haves

Bilingual in Spanish and/or Haitian Creole preferred.

Responsibilities

Provide comprehensive administrative assistance, including managing calendars, scheduling meetings, and coordinating department activities.
Manage and organize the department's daily operations, including scheduling appointments, prioritizing supportive referrals for clerics, scheduling meetings, and events for the Director of Pastoral Care.
Coordinate travel arrangements and accommodations for pastoral care staff attending conferences or other events.
Assist in drafting and formatting reports, memos, and other communications, and prepare agendas for staff meetings or committees.
Assist in preparing and distributing departmental materials, ensuring resources are organized and accessible.
Assist with quarterly reports, naming certificates, and Burial Assistance authorization, confer with the director, chaplains, or admitting department to ascertain burial processes.
Assist patients and families in locating services and scheduling appointments, ensuring privacy and confidentiality in all interactions.
Facilitate and manage office logistics, coordinating with other departments to streamline workflows and processes.
Prepare/ready onboarding documents for clerics for the new staff.
Create a Pastoral FY statistical chart based on the data retrieved from monthly statistical reports provided by clerics.
Reconcile P-Card usages and ensure all statement summaries are ready for submission to the appropriate department.
Assist in organizing, planning, and executing department events, such as Nurses Week, Pastoral Week, Religious Holy days (Ash Wednesday, Lighting of Menorah, Ramadan), Annual Health Fair, Organizing the Bible Blitz Event, Employee Wellness Fairs, and other workshops, as requested.
Perform other tasks as directed by department leadership, including special projects or emergency support during peak times.