Office Manager & Executive Assistant to Dean, School of Health Professions

Office Manager & Executive Assistant to Dean, School of Health Professions

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Department: Coll Health Rel Prof  Cont Edu
Local

Title:

Office Manager & Executive Assistant to Dean, School of Health Professions
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 Dean's Office in the School of Health Professions at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant / Office Manager & Executive Assistant to Dean. The successful candidate will:

• Provide administrative support and customer service to the School of Health Professions (SOHP) Dean's Office, all 8-programs within the school, faculty and students.
• Serve as the liaison between Dean, Associate Deans, Assistant Deans, SOHP Program Chairs, support staff, various departments within SUNY Downstate and other organizations and vendors.
• Provide administrative, computer and technical support to the Dean's Office and as needed to the various programs within the SOHP.
• Manage and maintain the calendar for the Dean and occasionally the two Associate Deans.
• Manage and maintain social media accounts, application decisions, academic standing documents and the school's committee assignments among other important documents.
• Draft academic standing letters to current students and other documents as needed for the Dean's review and approval.
• Assist the Assistant Dean with course evaluations.
• Ensure procurement of needed office and teaching supplies for the Dean's Office staff, faculty and SOHP programs as needed. Assist with procurement card expenditure reconciliation.
• Build and maintain relationships with the various offices/departments and schools/colleges at Downstate, staff, external partners, and the community in order to successfully carry out the day-to-day operations.
• Assist with and manage information for faculty and staff confidentially and discreetly.
• Manage the archive files of all 8 continuing education programs including but not limited to student records and program-specific documents such as exams and other course material, in order to create transcripts for past students and verify completion of the certificate programs.
• Serve on committees to plan and support special events for the school and the Downstate campus which include the Committee on Admissions and Academic Standing, Commencement Committee and the Strategic Marketing Team.
• Support in coordinating and implementing health fairs, inter-professional case study, Alumni Association, and career networking events.
• Assist with Accreditation site visits.
• Support the Affiliations Coordinator in obtaining executed affiliation agreements for the various programs in SOHP. Support with grant preparation and submissions.
• Other responsibilities are based on the needs of the School of Health Professions and the Downstate campus. All responsibilities are carried out with minimal supervision.

Required Qualifications:

• Bachelor's Degree.
• 2+ years of experience working in an academic setting.
• Excellent communication and organizational skills.
• Advanced skills in MS Office Suite and web conferencing tools.
• Or, a satisfactory equivalent combination of experience, education and training to the above.

Preferred Qualifications:

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at  or via email atinfo.gov

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Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are…