Administrative Support Assistant - Part Time - Night Shift - Nursing Office - Includes Weekend Hours

Stony Brook Medicine; Stony Brook (NY); On-site; USD 54,372 - 67,366; Part time

Job summary

Stony Brook Medicine is seeking an Administrative Support Assistant to provide administrative and executive support across management levels within the Nursing Office. The role emphasizes accurate data entry, reporting, and data analysis using IT systems.

The position supports staffing records, creates professional spreadsheets and charts, and prepares statistics under the Director of Nursing Support Services, with duties including scheduling, cross‑department communication, and data

Qualifications

• Associate's degree required; verification of degree or transcript is required.
• At least 2 years of relevant administrative experience.
• Proficiency with Microsoft Office Suite.
• Excellent attention to detail, multi‑tasking and follow‑through.
• Ability to interact effectively with all department heads and supervisors.

Responsibilities

• Data entry, reporting and data analysis using IT systems relevant to Nursing Office operations.
• Coordinate Nursing Office functions including telephone reception and professional communication; record keeping and filing of memos/reports.
• Maintain staffing records daily to ensure scheduling accuracy.
• Create electronic files, spreadsheets, charts, graphs and database reports; prepare administrative statistics under the Director of Nursing Support Services.
• Ensure Nursing Office operation logs are up to date and checked.
• Analyze data on nursing staff utilization and overtime; assist with Safety Care assignments.

Skills

Data entry

Data analysis

Microsoft Office Suite

Communication skills

Time management

Education

Associate's degree

Bachelor's degree

Job description

Position Summary

At Stony Brook Medicine, an Administrative Support Assistant 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. Qualified candidates will demonstrate superior communication and organization skills while adhering to our high standard of excellence.

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

• Utilizes IT systems relevant to Nursing Office operations for data entry, reporting and data analysis.
• Coordinates office functions for the Nursing Office, including telephone reception, processing of clear, concise and courteous communication into and out of the office, as well as record keeping, preparation and filing of memorandum/reports, etc. Photocopies and distributes information as appropriate.
• Keeps accurate records on staffing each day to ensure scheduling system accuracy.
• Develops electronic files for storing, analyzing, and presenting information. Creates professional quality spreadsheets, charts, graphs, data base reports and in‑house communication. Prepares administrative statistics and reports under the direction of the Director of Nursing Support Services.
• Ensures Nursing Office operation logs remain up to date and checked accordingly.
• Analyzes data pertinent to the utilization of nursing staff/skill mix hospital wide. Including but not limited to, tracking and trending overtime utilization and the allocating of Safety Care Assignments.
• All other duties as assigned.

A temporary role may end at any time.

Qualifications

Required Qualifications: Associate's degree. Please Note: Verification of degree (e.g., diploma or official transcript) is required for this role. Upload of documentation must be included with your application for consideration. At least 2 years of relevant experience in an administrative capacity. Computer skills with expertise in Microsoft Office Suite. Experience and skill in focusing on details, accuracy, multi‑tasking, and follow‑through. Must be able to effectively interact and communicate with all departmental heads/supervisors on a house wide basis. Ability to work independently, with excellent time management and communication skills.

Preferred Qualifications: Bachelor's degree. Computer skills to include PeopleSoft, Kronos, Cerner. Past experience in hospital or healthcare setting. Knowledge and experience in the application of performance improvement methodologies.

Special Notes

Resume/CV should be included with the online application.

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.

• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions may be subject to changes in pass 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". This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to start date, the selected candidate must meet the following requirements:

• 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 (3) 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 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 [phone].

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range

The salary range (or hiring range) for this position is $45,372 - $58,366 / year TO BE PRORATED FOR PART TIME.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

• Night shift differential ($9,000) TO BE PRORATED FOR PART TIME

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.

Official Job Title: TH Staff Assistant II

Job Field: Other

Primary Location: US-NY-Stony Brook

Schedule: Part-time

Posting Start Date: Jul 21, 2026

Posting End Date: Oct 19, 2026, 10:59:00 PM

Salary: $54,372 - $67,366 / Total - TO BE PRORATED FOR PART TIME

Salary Grade: SL1