Office Assistant 2

Stony Brook Medicine; Stony Brook (NY); On-site; USD 45,000 - 49,000; Full time

Job summary

Stony Brook Medicine in Stony Brook, NY seeks an Office Assistant to provide office support and clerical services across agency programs. Duties include data entry, mail, inventory, answering phones, and preparing reports.

Office Assistant 2 may supervise two or more lower-level staff and handle complex clerical tasks following program rules. Qualified candidates must have passed the Civil Service exam and be listed on the appropriate Civil Service list.

Qualifications

• Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.
• Office Assistant 2 Promotion: one year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 5 or higher.
• Resume/CV should be included with the online application.

Responsibilities

• Design clerical processing procedures.
• Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
• Respond to questions concerning the operation of the unit or program area.
• Write responses to correspondence.
• Resolve work problems.
• Review forms and applications and make appropriate determinations.
• Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and insure that appropriate materials and equipment are available.

Skills

Communication skills

Interpersonal skills

Data entry

Answering phones

Job description

Position Summary

Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: data entry; math or calculations; mail, supply, and inventory-related tasks; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.

Position Summary

Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: data entry; math or calculations; mail, supply, and inventory-related tasks; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws. Office Assistants 2 may perform any of the duties of Office Assistants 1, and typically supervise two or more lower-level staff. Non-supervisory positions perform complicated clerical and office support activities that require substantive knowledge of the program and/or of the program’s governing laws, rules, or regulations. Such laws, rules, or regulations may be subject to frequent change. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. They process applications or requests that do not meet normal parameters and may require additional research and consultation with higher level staff. They also perform activities that may require coordination with internal or external parties. Duties of non-supervisory Office Assistants 2 may include the following.

• Design clerical processing procedures.
• Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
• Respond to questions concerning the operation of the unit or program area.
• Write responses to correspondence.
• Resolve work problems.
• Review forms and applications and make appropriate determinations.
• Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and insure that appropriate materials and equipment are available.

Qualified candidates will demonstrate excellent communication skills, interpersonal skills, knowledge and understanding of patient care and effectively respond to changing patient needs by making decisions based on ethical principles and adhering to our high standard of excellence.

Qualifications

Required: MUST have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.

Office Assistant 2 Promotion: one year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 5 or higher.

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.

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• 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 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.

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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].

In accordance with the Title II Crime Awareness and Security Act a copy 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 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)

The salary range (or hiring range) for this position is $44,560 / year.

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.

Job Field

Civil Service Positions

Primary Location

US-NY-Stony Brook

Department/Hiring Area

Hospital Timekeeping Department

Schedule

Full-time

Posting Start Date

Sep 16, 2026

Posting End Date

Sep 30, 2026, 11:59:00 PM

Salary

$48,560 / Year

Salary Grade

SG9