Position Summary

At Stony Brook Medicine, this Administrative Support Assistant provides administrative and operational support to assigned departments to ensure efficient daily operations. Responsibilities include scheduling, correspondence, document management, purchasing support, and coordination of information flow. The position also supports departmental readiness activities through coordination of trainings and meetings, maintenance of designated emergency preparedness equipment and materials, and provision of documentation and logistical assistance during drills, exercises, and emergency events.

Duties of this Administrative Support Assistant may include but are not limited to the following:

• Provides comprehensive administrative and operational support to assigned departments, with primary responsibility for Emergency Management, and may assist Emergency Medical Services (EMS) and the Emergency Department with administrative or operational needs, as assigned.

• Manages calendars, schedules meetings, coordinates conference rooms, audiovisual needs, and meeting logistics.

• Prepares and distributes meeting agendas and minutes; maintains organized and auditable departmental records.

• Serves as administrative point of contact for routine departmental inquiries.

• Conducts routine operational readiness checks of designated emergency communication equipment, including red phones, and reports deficiencies for corrective action.

• Coordinates distribution and tracking of Emergency Response Guides and related preparedness materials throughout the hospital.

• Maintains document control for contact lists, distribution logs, emergency reference materials, and shared-drive file structures.

• Assists with formatting, updating, and distributing emergency preparedness documents as directed.

• Processes requisitions, P-card purchases, subscriptions, and travel in accordance with institutional and state financial guidelines.

• Tracks departmental expenditures and assists with financial reconciliation and recordkeeping.

• Coordinates logistics, materials, and attendance tracking for emergency preparedness training, drills, exercises, and committee meetings.

• Provides logistical and documentation support during drills, exercises, and emergency activations as assigned.

• Performs other related administrative and operational readiness duties consistent with departmental needs.

Qualifications

Required Qualifications: Associate's degree. At least 2 years of administrative experience. Proficiency in Microsoft Office. Experience with financial and purchasing systems. Strong organizational and document management skills. Ability to manage multiple priorities and deadlines. Strong written and verbal communication skills. Experience preparing meeting minutes and official documentation. Ability to be highly organized and detail oriented. Ability to be professional and discreet with confidential information. Ability to work independently with minimal supervision. Adaptable in fast-paced and emergency environments. Strong customer service skills. 

Please Note: Verification of degree (e.g., diploma or official transcript) is required for this role. Upload of documentation must be included with your application for consideration.

Preferred Qualifications: Bachelor’s degree in business administration, Healthcare Administration, Public Administration, or related field. Experience in hospital emergency management, emergency services, healthcare operations, or regulatory compliance environments. Experience with Lawson and SUNY financial systems. Completion of FEMA IS Courses IS-100, IS-200, IS-700. Familiarity with Hospital Incident Command System (HICS). Experience supporting drills, exercises, or emergency response activities. Experience with document control systems. Demonstrated initiative and problem-solving ability. Ability to remain calm under pressure.

Special Notes:   Resume/CV should be included with the online application.

Posting Overview:  This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). 

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

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• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions may be subject to changes in pass days and shifts as necessary. 
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. 
• This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to start date, the selected candidate must meet the following requirements:

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Meet Regulatory Requirements for pre-employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. 

*The hiring department will be responsible for any fee incurred for examination.

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Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280. 

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Visit our WHY WORK HERE page to learn about the total rewards we offer.

Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The salary range (or hiring range) for this position is $47,754 - $63,672 / year.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting.  The specific salary offer will be based on the candidate’s validated years of comparable experience.  Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

• Location pay for UUP, CSEA & PEF full-time positions ($4000)

      

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.