Executive Assistant to Chairman

SUNY Downstate

New York (NY)

On-site

USD 80,000 - 91,000

Full time

48 hours ago

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Job summary

SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant / Executive Assistant to support the Chairman of the Department of Orthopaedic Surgery & Rehabilitation Medicine.

The role involves high-level administrative duties, complex calendar management, and coordination with executive leaders across SUNY Downstate Health Sciences University, the hospital system, and UPB medical group.

Qualifications

Bachelor’s Degree from an accredited institution.
3–5 years of experience providing senior-level administrative support in a complex, fast-paced environment.
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Exceptional verbal, written, and interpersonal communication skills.
Ability to manage multiple priorities under pressure with professionalism and sound judgment.
Proven experience in calendar management, travel coordination, and meeting logistics.
High level of confidentiality and discretion.

Responsibilities

Report to the Department Chair and Executive Administrator for SUNY Downstate Health Sciences University and affiliated entities.
Coordinate and manage the Chairman’s calendar, meetings, and travel.
Maintain discretion and confidentiality in all work; support the department’s operational efficiency.
Coordinate recruitment-related activities for faculty, fellows, and residents.
Oversee and maintain departmental databases and CME activities as needed.
Prepare reports and communications for the Chairman and Executive Administrator.
Organize meetings, space planning, food orders, reminders, and follow-up tasks.

Skills

Microsoft Office Suite

Calendar management

Travel coordination

Verbal and written communication

Discretion & confidentiality

Education

Bachelor’s Degree

Tools

Outlook

PowerPoint

Word

Excel

Job description

Are you looking to take your career to new heights with a leader in healthcare?SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Job Description

The Department of Orthopaedic Surgery & Rehabilitation Medicine at SUNY Downstate is seeking a full-time TH Senior Staff Assistant / Executive Assistant. The successful candidate will:

Report directly to the Department of Orthopaedic Surgery & Rehabilitation Medicine Chairman and Executive Administrator. Work for both SUNY Downstate Health Sciences University and hospital system (Downstate), as well as for the University Physicians of Brooklyn (UPB) medical group.
Proactively organize and manage the dynamic and evolving office environment of the Department of Orthopaedic Surgery & Rehabilitation Medicine Chairman’s Office.
Maintain appropriate discretion and confidentiality in all work, with a keen awareness and respect for the sensitive nature of this role's work and involvement.
Continually assist in building the professional reputation and operational efficiency of the department.
Coordinate and facilitate the flow of information between the Chairman's office, department heads, and executive leaders. Manage complex calendar coordination, including prioritizing meetings, resolving scheduling conflicts, and ensuring the Chairman is well-prepared for all engagements.
Answer the phone and take messages for the Chairman, prioritizing and escalating communications as necessary.
Manage the Chairman's schedule and others in the department as may be needed through a variety of platforms and communication means, as necessary and appropriate to facilitate the efficient operations of the department.
Coordinate activities related to recruitment of physician faculty, fellows, and residents.
Oversee and maintain electronic databases (e.g., ACGME, NRMP, ERAS, New Innovations, and other GME databases) as needed.
Coordinate and facilitate ACGME site visit preparation activities.
Assist in all aspects of the department's Continual Medical Education (CME) activities and Grand Rounds.
Coordinate the department's time and attendance procedures.
Maintain internal systems for tracking departmental projects, deadlines, and communications
Create reports and communications as directed and needed by the Chairman and Executive Administrator.
Design systems to ensure appropriate preparation and timely distribution of reports and written communication for the department.
Schedule and coordinate meetings, including space and channel planning, food ordering, meeting reminders, agenda planning, note taking, and follow-up implementation.
Perform other work as assigned.
Model the WE CARE values of the institution.

Qualifications

Required Qualifications

Bachelor’s Degree from an accredited institution.
3 to 5 years of experience providing senior-level administrative support in a complex, fast-paced environment.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Exceptional verbal, written, and interpersonal communication skills.
Demonstrated ability to handle multiple priorities under pressure with professionalism and sound judgment.
Proven experience in complex calendar management, travel coordination, and meeting logistics.
High level of confidentiality and discretion.
Or, an acceptable satisfactory equivalency of experience, education and training to the above.

Preferred Qualifications

Experience supporting executive leadership in academic medicine, healthcare, or higher education.
Familiarity with EHR systems and academic/clinical terminology.
Working knowledge of medical board credentialing, licensing, or regulatory compliance processes.
Strong problem-solving skills, with the ability to anticipate needs and adapt to evolving priorities.

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources atada@downstate.edu.

Job Info