Emergency Services Coordinator - EMS

Stony Brook University Medical Center; Stony Brook (NY); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Generous leave

State pension

Job summary

Stony Brook Medicine in Stony Brook, NY seeks an Emergency Services Coordinator to provide broad administrative support for EMS, ED, and Internal Medicine. The role requires detail orientation, strong organization, and professional interaction with staff, leadership and vendors.

You will manage calendars, prepare requisitions, track expenses, support events, and coordinate training such as ACLS. A 3-year admin background and degree verification are required; NYS EMS certification preferred.

Qualifications

• Associate’s degree and at least 3 years of administrative and/or supervisory experience.
• Proficient in Word, Excel and Outlook.
• Degree verification is required at application for consideration.

Responsibilities

• Provides administrative and operational support to EMS, ED and Internal Medicine.
• Manages calendars, schedules meetings, coordinates rooms and logistics.
• Tracks expenditures and assists with financial reconciliation via Excel files.
• Greet visitors, answer calls, take minutes, and maintain Outlook calendar.
• Prepare and track requisitions for new employee candidates; update Taleo records.
• Assists EMS leadership with events, agendas, and tours.
• Oversees budget tracking and expenditure reports for multiple departments.
• Coordinate ACLS course calendar, registration, and related paperwork.
• Process charges for ambulance transports and interface with Revenue Cycle.

Skills

Detail oriented

Organizational skills

Microsoft Office

Education

Associate’s degree

NYS Emergency Medical Services Technician certification

Tools

Microsoft Office

Job description

Job Description - Emergency Services Coordinator - EMS (2602684)

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 butnot 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. 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.

Preferred Qualifications: Administrative experience working for executive leadership in an academic, clinical orresearch 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.

• 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, and more 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 [e-mail] . 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.

Job Number

2602684

Official Job Title : TH Staff Assistant I

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Emergency Medical Services

Schedule

Full-time

Shift

Day Shift

Shift Hours

8:00 AM - 4:00 PM

Pass Days

Sat, Sun

Posting Start Date

Aug 10, 2026

Posting End Date

Salary Grade : SL2