Senior Staff Assistant

Senior Staff Assistant

Job No: 497041
Department: MEDICINE
Local

Title:

Senior Staff Assistant
Budget

Title:

Senior Staff Assistant
Work Type: Full Time
Location: Brooklyn, NY
Categories: Administrative

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.

Required Qualifications:

• 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.

Preferred Qualifications:

• Supervisory work…