Administrative Coordinator

Administrative Medical Coordinator - Department

Location: Stony Brook

Schedule: Per Diem

Days/Hours: Monday - Friday 7:00 AM - 8:00 PM, Saturday - Sunday - 8:00 AM - 4:00 PM Rotating Schedule

Pay: $21.92 - $27.40

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.  

The above salary range (or hiring range) represents Stony Brook CPMP’s good faith and reasonable estimate of the range of possible compensation at the time of posting

SUMMARY: The Administrative Coordinator for Ambulatory operations will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills and be able to multitask. The incumbent presents a professional appearance and exercise sound judgment and communication skills when working with staff, physicians, senior leadership and outside vendors and guests.

• Job Duties & Essential Functions:

  • Independently provide a full range of administrative support to the members of the Ambulatory Operations Administration and Clinical Teams. Including but not limited to answering telephones, taking and recording meeting minutes, preparation of documents using MS Office Suite, and calendar management.
  • Meeting Management at the request of the Administration Staff and/or clinical staff. This includes obtaining participant availability, finding the appropriate setting, schedule, room assignments, invitations, ordering meals when applicable, preparing agendas, making copies for distribution, preparing attendance sign-in-sheets, taking meeting minutes, and preparing post meeting reports.
  • Maintain proper levels of office inventories, including ordering of supplies to support the Ambulatory Teams.
  • Work with Patient Advocate to maintain strategies for increased patient satisfaction including responding to patient reviews, presenting negative reviews and patient complaints to the patient advocate.
  • Provide calendar management as assigned including conference rooms, break rooms, and leadership calendars.
  • Process building invoices, maintenance requests, and alarm access needs, including partnering with Corporate Security and Alarm Vendor.
  • Support the Patient Navigators in the absence of the Ambulatory Operations Supervisor. Including scheduling coverage for assigned areas, approval of payroll and time off requests.
  • Assist with projects specific to the support of the Ambulatory Operations Goals and Objectives.
  • Coordination of Division Events
  • Engage with the Marketing Department to maintain Ambulatory Patient Facing Materials, both print, and digital.
  • Travel to Other Ambulatory Sites Upon Request.
  • Other Duties as Assigned.

• Required Education and Qualifications:

  • High School Diploma/GED.
  • Three years Administrative/Clerical experience.
  • Must have excellent expressive and written communication skills.
  • Must be highly organized and able to multi-task.
  • Must be proficient in Microsoft Office, Word, and Excel.

• Preferred Education and Qualifications:

  • Bachelor’s Degree in related field
  • Administrative Assistant Experience in a healthcare setting
  • Proficiency using Microsoft Office PowerPoint and Access.

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.