Administrative Support Assistant - Part Time - Neuropsychology

Stony Brook University; New York (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Stony Brook Medicine's Neuropsychology division seeks an Administrative Support Assistant to provide administrative and executive support, interfacing with management across the hospital. The role coordinates office functions, handles communications, records, and patient scheduling.

Responsibilities include greeting patients, scheduling clinic appointments, handling insurance authorizations, preparing patient charts, and generating neuropsychological reports in a HIPAA‑compliant manner.

Qualifications

• Associate degree or, in lieu of degree, at least 3 years of administrative experience in healthcare.
• Experience in a large or complex healthcare environment.
• Proficiency with MS Office applications and calendar management.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate calendar(s) and receive calls/visitors; draft correspondence; manage mail.
• Greet and assist patients; schedule clinic appointments; process check-in/out.
• Pursue insurance authorization for neuropsychological evaluations; prepare patient charts.
• Score various Neuropsychological tests for clinicians.
• Provide Neuropsychological reports to patients, families, and referral sources in a HIPAA compliant manner.
• Assist with filing, scanning and photocopying.
• Respond to incoming calls, troubleshoot, and provide solutions to issues.
• Other duties as assigned.

Skills

Verbal & written communication

Organizational skills

Customer service

Multitasking

Education

Associates degree

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Email

Calendar software

Internet

Job description

Position Summary

At Stony Brook Medicine, an Administrative Support Assistant in Neuropsychology is a valuable member of our team, who provides administrative and executive support and has the ability to interface with all levels of management throughout the hospital. Incumbent will coordinate all office functions, including telephone reception, processing of communications into and out of the office, record keeping and preparation, filing of documents, etc. Qualified candidates will demonstrate superior communication and organizational skills while adhering to our high standard of excellence.

The Administrative Support Assistant in Neuropsychology service will be responsible for a variety of support and coordination activities as they relate to the Neuropsychology service, under the general direction of the office manager. The incumbent is responsible for providing administrative and clinical support and coordination for all daily activities. This position has responsibility for troubleshooting, prioritizing, acting upon and/or reassessing inquiries and/or problems on behalf of the office manager. S/he coordinates and schedules patient clinic appointments, arrives and discharges patients in the clinic, as well as, in power chart.

Duties of the Administrative Support Assistant in Neuropsychology may include the following but are not limited to:

• Coordinate calendar(s) and receive telephone calls and visitors on behalf of the office manager and the Neuropsychology service. Compose edit and submit correspondence on behalf of the office manager as needed. Manage and prioritize incoming and outgoing mail.
• Greet and arrive patients, answer patient questions, provide information regarding the Neuropsychology service, take messages for clinicians in the clinic, and proactively assist the patient when appropriate. Schedule patient clinic appointments, arrive and discharge patients in the clinic, as well as, in power chart.
• Pursue insurance authorization for patient Neuropsychological evaluations. Manage the day to day clinics for preparation of patient charts for Neuropsychologist in the service.
• Score various Neuropsychological tests for all clinicians.
• Provide Neuropsychological reports to patients, families, and referral sources in a HIPAA compliant manner.
• Assist with filing, scanning and photocopying.
• Respond to incoming calls, troubleshoot, and make independent judgements when able, refer or provide solutions to issues raised or identified.
• Other duties as assigned.

Qualifications

Required Qualifications

Associates degree or, in lieu of degree, at least 3 years of administrative experience working in a healthcare environment. Experience working in a large or complex environment. Experience with purchasing supplies, monitoring spending, reconciling invoices for vendor payments, expense reports/reimbursements, and reconciling monthly credit card statements. Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendars and travel, and work in a fast paced environment. Demonstrated proficiency with computer software, including Microsoft Office applications, Word, PowerPoint, Excel, e-mail, calendar software and internet. Ability to work collectively and independently on assigned tasks, as well as, accept direction on given assignments. Team player in fast paced environment. Strong written and verbal communication skills.

Preferred Qualifications

Bachelor's degree. 3 or more years of experience as an administrative assistant to a Manager/Director. Experience working in a health care setting interacting with patients. Knowledge of Department of Health and Joint Commission regulations, policies and procedures. Knowledge of People Soft & Lawson Purchasing Systems. Working knowledge of Microsoft Outlook and data analysis using Excel. Experience in a large or complex environment within public sector or non-profit.

Posting Overview

This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.