Administrative Support Specialist – Cancer Center Administration

Administrative Support Specialist – Cancer Center Administration

Position Summary

At Stony Brook Medicine, the Administrative Support Specialist for Cancer Center Administration will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills, and have the ability to multi‑task. The incumbent presents a professional appearance and exercises sound judgment and communication skills when working with staff, faculty, physicians, senior leadership and outside vendors and guests.

• Provide full range of administrative assistance, including receptionist duties, greeting and directing visitors, answering telephones, taking and recording meeting minutes, scanning, typing and Outlook calendar maintenance.
• Prepare and track requisitions and submissions for vendor payments, guest/staff reimbursements and travel vouchers; keep, update and maintain records and spreadsheets related to requisitions and AmEx statements.
• Assist the Administrative Manager with the coordination of Cancer Center guests, events and meetings, including preparing itineraries, flyers, sign‑in sheets, conducting tours, ordering, etc.
• Order supplies utilizing all Stony Brook and outside systems including Wolfmart, Lawson, Amazon, etc.
• Assist the Administrative Manager with Office/Suite operations including ordering, sorting incoming mail and maintaining office directories.
• Other duties as assigned.

Selected candidates will be required to travel within the campus environment including MART, Hospital, HSC and West Campus, and attend off‑site symposiums and retreats as needed.

• Associate degree and at least 2 years of administrative business operations experience, or high school diploma or equivalent and at least 4 years of administrative business operations experience.
• Experience with calendar and meeting management (including scheduling, preparing agendas and taking minutes).
• Proficient in Microsoft Office applications including Word, Excel and Outlook.
• Ability to lift/carry up to 25 lbs.

• Administrative experience working for executive leadership in an academic or research environment.
• Experience with financial functions including accounts payable, ordering and reimbursements.
• Demonstrated experience in handling administrative functions with independence and accountability.

Resume/CV should be included with the online application.

• 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 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).

The salary range for this position is $49,816 – $60,724 per year. Additional benefits include generous leave, health plans and a state pension.

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.