Executive Assistant I

Executive Assistant I - Stony Brook Neurology Associates, UFPC  

Location: Stony Brook, NY

Schedule: Full Time

Days/Hours: Monday - Friday; 8:30 AM - 5 PM  

Pay: $30.17 - $37.70

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee.

SUMMARY: This position requires the incumbent to provide executive administrative support to the department.  This position is essential to ensure efficient operation of the office. The incumbent will support executives such as Division Chiefs and/or Department Administrators and Directors. Additionally, may be responsible for financial operations support and employee and faculty changes.

Job Duties & Essential Functions:

• Serve as Executive Assistant to a Division Chief and/or Department Administrators and Directors
• Maintain executive calendar by scheduling meetings, conferences and virtual conferences
• Make travel arrangements and itineraries
• Help executive prioritize emails and phone calls throughout the day
• Supervise day-to-day administrative office operations of division
• Answer phones in a timely manner using good customer service skills and judgement
• Handle confidential information and maintain confidential files
• Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies and verifying receipt of supplies
• Prepare payment requisitions
• Open, sort and distribute mail
• Coordinate maintenance of office equipment.
• Plan onsite and offsite events and large gatherings: i.e: Grand Rounds, committee meetings, annual dinner, etc.
• Scan and maintain documents and files
• Conduct research and information gathering on behalf of the executive. Prepare meeting materials, handouts and presentations
• Create, update and maintain databases
• Act as liaison with other departments and outside agencies. Develop positive and strategic relationships at all levels of the organization
• Maintain office environment to ensure productivity
• Research issues as needed
• Work independently and within a team on special and complex projects.
• Perform all other duties as assigned by management

Required Education & Qualifications:

• Bachelor’s degree. In lieu of degree, will consider four (4) years of progressively responsible administrative experience
• Three (3) years of progressively responsible administrative experience
• Excellent written and verbal communication skills
• Attention to detail
• Must be highly organized and able to multi-task
• Must be proficient in Microsoft Office

Preferred Qualifications:

• Experience in a healthcare setting

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.