Emergency Services Coordinator - EMS

Stony Brook Medicine; Stony Brook (NY); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Location pay

Job summary

Stony Brook Medicine is seeking an Emergency Services Coordinator to deliver wide-ranging administrative and operational support. The role requires meticulous organization, professional interaction with staff, faculty, physicians, leadership, and external vendors.

Responsibilities include calendar management, budget oversight, requisitions, and coordination of EMS/ED activities, with a focus on accurate recordkeeping and compliance.

Qualifications

• Associate's degree. At least 3 years of administrative and/or supervisory experience.
• Proficient in all Microsoft Office applications including Word, Excel and Outlook.

Responsibilities

• Provides administrative and operational support to Emergency Medical Services, Emergency Department, and Internal Medicine.
• Manages calendars, schedules meetings, coordinates conference rooms and meeting logistics.
• Tracks departmental expenditures and assists with financial reconciliation and recordkeeping.
• Provides receptionist duties, greets visitors, answers calls, takes meeting minutes, and maintains Outlook calendar.

Skills

Administrative experience

Microsoft Office

Communication skills

Education

Associate's degree

Job description

Position Summary

At Stony Brook Medicine, the Emergency Services Coordinator will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills and have the ability to multi-task. The incumbent presents a professional appearance and exercises sound judgement and communication skills when working with staff, faculty, physicians, senior leadership and outside vendors and guests.

Duties of the Emergency Services Coordinator may include but are not limited to the following:

• Provides comprehensive administrative and operational support to assigned departments, with primary responsibility for Emergency Medical Services Emergency Management (EMS), Emergency Department, Internal Medicine and may assist the Emergency Management with administrative or operational needs, as assigned
• Manages calendars, schedules meetings, coordinates conference rooms, audiovisual needs, and meeting logistics.
• Tracks departmental expenditures and assists with financial reconciliation and recordkeeping through the completions of multiple Excel files.
• Provide full range of administrative assistance, including but not limited to receptionist type duties, greeting & directing visitors, answering telephones, taking and recording meeting minutes, copying, scanning, typing and Outlook calendar maintenance.
• Prepare and track requisitions and submissions for new potential employee candidates
• Keep, update and maintain records and spreadsheets related to requisitions posted in Taleo.
• Assists the EMS Leadership with events and meetings, including but not limited to preparing agendas, flyers, sign-in sheets, conducting tours.
• Processes requisitions for supplies and capital equipment utilizing all Stony Brook and outside systems including WB Mason, Lawson, Amazon, RICOH, etc.
• Schedule other departmental operational meetings with various interdisciplinary group Manages
• Oversees the budget for multiple departments including the tracking of all expenses, budget reconciliation forms and expenditure reports.
• Coordinates ACLS course calendar, registration, card generation and scanning of completed course paperwork.
• Processes charges for patients transported by ambulance.
• Interfaces with Revenue Cycle Management to improve the ambulance revenue cycle.
• Other duties as assigned.

Qualifications

Required Qualifications

Associate's degree. At least 3 years of administrative and/or supervisory experience. Proficient in all Microsoft Office applications including Word, Excel and Outlook. 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.

Preferred Qualifications

Administrative experience working for executive leadership in an academic, clinical or research environment. Certification as a NYS Emergency Medical Services Technician. Demonstrated experience in handling administrative functions with independence and accountability.

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.

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].

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 $54,121 - $65,795 / 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.

Official Job Title

TH Staff Assistant I

Job Field

Administrative & Professional (non-Clinical)

Primary Location

US-NY-Stony Brook

Schedule

Full-time

Posting Start Date

Aug 10, 2026

Posting End Date

Nov 8, 2026, 8:59:00 PM

Salary

$58,121 - $69,795 / Total

Salary Grade

SL2

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