Business Support Assistant - Clinical Support/Mental Health/Psychiatry

Stony Brook University

Stony Brook (NY)

Presencial

USD 42 000 - 54 000

Tempo integral

Há 4 dias

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Resumo da oferta

Stony Brook University Hospital seeks a capable TH Staff Assistant II to provide administrative support to the Clinical Support/Mental Health teams. The role interfaces with hospital leadership, coordinates calendars, prepares materials, and helps manage communications and data for Psychiatry services.

The position emphasizes project coordination, meeting logistics, and basic data analysis, with required Excel skills and strong communication.

Qualificações

At least 2 years of experience in an office, hospitality or customer service setting.
Ability to manage multiple priorities and complex schedules/calendars.
Proficiency with computer software, including Microsoft Office applications, e-mail, and Internet.
Ability to work collaboratively and independently and take direction.
Strong written and verbal communication skills with teams.

Responsabilidades

Provide administrative support to supervisors and leadership.
Coordinate calendars, travel plans and meeting materials.
Prepare and edit correspondence and reports for supervisors.
Assemble documents for meetings and take minutes as required.
Support project and event planning activities as assigned.

Conhecimentos

Office administration

Calendar management

Microsoft Office

Communication skills

Team collaboration

Formação académica

Bachelor's degree (preferred)

Ferramentas

Zoom

Microsoft Teams

Descrição da oferta de emprego

Job Description - Business Support Assistant - Clinical Support/Mental Health/Psychiatry (2603587)

Business Support Assistant - Clinical Support/Mental Health/Psychiatry

Position Summary

At Stony Brook Medicine, a Business Support Assistant is a valuable member of our team, who provides administrative and executive support and can interface with all levels of management throughout the hospital. Incumbent will coordinate all office functions for hospital leaders with the Psychiatry units. This includes scheduling meetings, meeting logistics or events, preparing presentation materials, tracking data, coordination of assigned tasks including participation in crisis prevention training activities, telephone reception, processing of communications into and out of the office, record keeping and preparation, filing of documents, supply ordering and inventory management, ensure clearance of interns, etc. The position will assist and collaborate with physical plant to ensure unit maintenance and improvements are completed. Qualified candidates will demonstrate superior communication and organizational skills, basic project management and intermediate Excel skills.

The Business Support Assistant be responsible for a variety of support and coordination of activities as it relates to the Neurosciences Institute and Psychiatry service line, under the general direction of the Assistant Vice President of Operations for the Neurosciences and the Assistant Vice President of Nursing for Psychiatry. The incumbent is responsible for providing administrative 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 leadership as well as providing and understanding data collection and analysis.

Duties of a Business Support Assistant for Clinical Support/Mental Health/Psychiatry may include the following but are not limited to:

Provide support to various supervisors including Crisis Prevention Team, Functional Therapeutic Activities, and Behavioral Health Specialists.

Support Crisis Prevention Training activities both in and out of the classroom.

Coordinate intern clearances, ensuring completion of required clearances and access arrangements prior to the start of assignments.

Coordinate the schedules of the supervisors, which includes travel plans, professional and business schedules, research and prepare meeting materials, and interface with other management, officers, Neurosciences personnel and other Hospital/Nursing Administration staff.

Respond to inquiries, troubleshoot, and make independent judgments when able, refer or provide solutions to issues raised or identified.

Maintain and coordinate calendar(s) and receive telephone calls and visitors on behalf of supervisors, compose, edit and submit correspondence on behalf of supervisors as needed. Manage and prioritize the supervisors’ incoming and outgoing mail.

Draft and prepare correspondence as well as documents and reports. Edit and approve for signature any correspondence prepared by supervisors and others assigned by supervisors. Prioritize and ensure that all incoming correspondence for the Supervisors requiring attention are acted upon.

Assemble and provide relevant documents for meetings and attend meetings as required. Take, maintain and distribute meeting minutes on behalf of supervisors. Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed in a timely fashion. Prepare and assist in the preparation of reports and presentations for the Supervisors and ensure dissemination of applicable information.

Project and event planning support/management, as well as other duties as assigned.

This position requires regular interaction with patients being treated within the Psychiatry units.

Qualifications

Required:

At least 2 years of experience in an office, hospitality or customer service setting, or other work environment requiring diverse tasks and routine interface with others
Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendars
Demonstrated proficiency with computer software, including Microsoft Office applications, e-mail, and Internet
Ability to work collaboratively and independently on assigned tasks as well as accept direction on given assignments
Team player in fast paced environment who is able to prioritize tasks independently. Strong written and verbal communication skills required with ability to work with other staff assistants, as well as large teams

Preferred:

Bachelor's degree with 5 or more years of experience in an office, hospitality or customer service setting, or other work environment requiring diverse tasks and routine interface with others
Experience compiling materials for meetings and/or at the request of supervisors. Experience in a healthcare environment
Experience using Zoom and/or Microsoft Teams

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 4panel 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

Anticipated Pay Range

The salary range for this position is listed below. This range reflects Stony Brook University Hospital’s good faith and reasonable estimate of potential compensation at the time of posting.

The final offer will be determined based on the candidate’s verified years of relevant, comparable experience. Please note that misrepresentation or inflation of experience may result in disqualification from the hiring process or termination of employment if hired.

Location Pay: for UUP, CSEA, and PEF full-time positions
Shift Differentials: Additional pay for evening, night, or other supplemental shifts (e.g., inconvenience pay, geographic pay, or other applicable differentials)

At Stony Brook University Hospital, your compensation extends beyond your paycheck. We offer comprehensive benefits including generous leave, health insurance, and participation in the state pension system that contribute significantly to your overall total rewards package.

Stony Brook Medicine integrates and elevates all of Stony Brook University’s health-related initiatives: education, research and patient care. It includes our Health Sciences schools — Medicine, Dental, Health Professions, Nursing and Social Welfare—a Program in Public Health,as well as Stony Brook University Hospital, Stony Brook Children’s Hospital,Stony Brook Southampton Hospital, Stony Brook Eastern Long Island Hospital, Long Island State Veterans Home, andmore than 200 community-based healthcare settings throughout Suffolk County.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and workingenvironment. 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.

Job Number

2603587

Official Job Title

TH Staff Assistant II

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area: Clinical Support/Mental Health

Schedule

Full-time

Shift

Day Shift