Cancer Center Administrative Coordinator

Stony Brook University Medical Center

Stony Brook (NY)

On-site

USD 50,000 - 61,000

Full time

10 days ago

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Job summary

Stony Brook Medicine seeks a Business Support Assistant II for the Cancer Center Services to provide administrative support to Cancer Center leadership. The role interfaces with AVPs and Nursing leadership, manages calendars, prepares meeting materials, handles correspondence, and coordinates projects within the Cancer Center.

The candidate will support multiple leaders, troubleshoot issues, and prepare reports and presentations while ensuring timely communication and follow-up on action items

Qualifications

Associates degree and at least 2 years of full-time administrative experience, or 4 years without a degree.
Ability to manage multiple priorities and schedules in a fast-paced environment.
Proficiency with Microsoft Office applications and related software.

Responsibilities

Maintain and coordinate calendar(s) and handle calls/visitors for Cancer Center leadership.
Prepare and edit correspondence and meeting materials; manage incoming/outgoing mail.
Coordinate travel plans and leadership schedules; prepare materials for meetings and interface with senior management.
Respond to inquiries, troubleshoot, and provide independent solutions when possible.
Draft leadership communications and ensure timely follow-up on action items.
Assemble documents for meetings and ensure follow-up on assigned actions.

Skills

Multitasking

Communication

Teamwork

Education

Associates degree

Bachelor’s degree (preferred)

Tools

Microsoft Office

Word

PowerPoint

Email/calendar software

Job description

Job Description - Business Support Assistant - Cancer Center Services (2603474)

Business Support Assistant - Cancer Center Services

Position Summary

At Stony Brook Medicine, aBusiness 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 patient care and possess outstanding communication skills while adhering to our high standard of excellence.

This Business Support Assistant will be responsible for a variety of support and coordination of activities as it relates to the Cancer Center and Cancer Center service lines. Reporting to both the Cancer Services AVP of Nursing and AVP of Operations, this position will support the AVP's and Nursing leadership of the Cancer Center. 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 reassigning inquiries and/or problems. This position coordinates Leadership schedule(s). The incumbent will also serve as an administrative coordinator for a variety of projects as it relates to Cancer Services, including coordinating and compiling meeting materials for various committees.

Duties of this Business Support Assistant may include the following but are not limited to:

Maintain and coordinate calendar(s) and receive telephone calls and visitors on behalf of the AVP's and Nursing leadership of the Cancer Center.
Compose, edit and submit correspondence as needed.Manage and prioritize the Leadershipsincoming and outgoing mail.
Coordinate schedules includingtravel plans, professional and business schedules, prepare meeting materials and interface with other University Senior Management Officers, Cancer Center personnel, AD of Operations Service Line Administrators and Hospital/Nursing Administration staff.
Respond to incoming calls, troubleshoot, and make independent judgments when able, refer or provide solutions to issues raised or identified.
Draft and prepare the Leadership correspondence as well as documents and reports.Edit and approve for signature any correspondence prepared by other Cancer Center personnel.Prioritize and ensure that all incoming correspondence and mail for Leadership requiring attention are acted upon.
Assemble and provide relevant documents formeetings and attend meetings as required.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, presentations,and ensure dissemination of applicable information.
Coordinate monthly expenditure invoices; prepare payment vouchers for vendor payments and reimbursements as needed.
Other duties as assigned.

Qualifications

Required Qualifications:Associates degree and at least 2years of full-time administrative experience or, in lieu of a degree, at least 4 years of full-time administrative experience.Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendar and travel, and work in a fast-paced environment.Demonstrated proficiency with computer software, including Microsoft Office applications, Word, PowerPoint, 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. At least 3years of full-time experience supporting management in a healthcare type setting.Experience with purchasing, budgets, monitoring spending, reconciling invoices for vendor payments, expense reports/reimbursements, and reconciling monthly credit care statements. Experience compiling meeting materials for board meetings.Experience in a large or complex environment within the public sector of non-profit environment.Knowledge of DOH & JC policies and procedures. Knowledge of People Soft & Lawson Purchasing Systems.

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 maybe 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 maybe 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.

Some positions may also include annual supplemental pay, such as:

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.

Stony Brook University is committed to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting oea_ada@stonybrook.edu . We will consider accommodation requests in compliance with applicable law. This process is separate from and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

In accordance with the Title II Crime Awareness and Security Actacopy 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 $49,816 - $60,724 / year.

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.

Some positions offer annual supplemental pay such as:

Location pay for UUP, CSEA & PEF full-time positions ($4000)

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.

Job Number:

2603474

Official Job Title : TH Staff Assistant II

Job Field

: Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Cancer Center

Schedule

: Full-time

Shift

: Day Shift Shift Hours : 8:00 AM - 4:30 PM Pass Days : Sat, Sun

Posting Start Date