Office Assistant - Hospital Timekeeping - Day Shift

Position Summary

Office Assistants perform office support and clerical work to meet the requirements of agency programs. Duties may include data entry, calculations, mail, supply and inventory tasks, keyboarding, document preparation, phone answering, form completion, customer assistance, report and chart preparation, and related activities. Work is performed in accordance with applicable procedures, rules, regulations, and laws.

Office Assistants 2 may perform all duties of Office Assistants 1 and typically supervise two or more lower-level staff. Non‑supervisory Office Assistants 2 handle complex clerical tasks that require substantive knowledge of the program and its governing laws, rules, or regulations. They may process applications or requests that do not meet normal parameters, coordinate with internal or external parties, and handle sensitive inquiries.

• Design clerical processing procedures.
• Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or external/internal communications.
• Respond to questions concerning the operation of the unit or program area.
• Write responses to correspondence.
• Resolve work problems.
• Review forms and applications and make appropriate determinations.
• Coordinate arrangements for meetings, courses, and other gatherings; arrange rooms, take attendance, and ensure appropriate materials and equipment are available.

Qualified candidates will demonstrate excellent communication and interpersonal skills, knowledge and understanding of patient care, and the ability to respond to changing patient needs by making decisions based on ethical principles and adhering to high standards of excellence.

Required: MUST have taken and passed the specific job‑related Civil Service exam and be reachable on the appropriate Civil Service list.

Office Assistant 2 promotion requires one year as an Office Assistant 1 or one year of permanent service in a clerical or keyboarding title at Grade 5 or higher.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS program, the title may be filled via a non‑competitive appointment; no examination is required, but all candidates must meet the minimum qualifications. Temporary NY HELPS employees may be converted to permanent non‑competitive status and later to competitive status without examination.

• Successfully complete a pre‑employment physical examination and obtain medical clearance from Stony Brook Medicine’s Employee Health Services.
• Complete an electronic reference check with a minimum of three 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.

• Stony Brook Medicine is a smoke‑free environment. Smoking is strictly prohibited on campus.
• All hospital positions may be subject to changes in pay 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 may be designated as “essential,” requiring employees to remain at work during institutional emergencies.

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.

Anticipated salary range: $42,641.00 / year. The specific salary offer will be based on the candidate’s validated years of comparable experience. Some positions offer annual supplemental pay such as location pay for UUP, CSEA & PEF full‑time positions ($4,000).

• Official
  
  Job Title:
  
  Office Assistant 2
• Job Field:
  Civil Service Positions
• Primary
  
  Location:
  
  US‑NY‑Stony Brook
• Department/Hiring Area:
  Hospital Timekeeping Department
• Schedule:
  
  Full‑time
• Posting
  
  Start Date:
  
  Feb 18 2026
• Posting End Date:
  Mar 4 2026, 11:59 PM
• Salary: $46,641.00 / year
• Salary Grade: SG9
• SBU Area:
  Stony Brook University Hospital