Administrative Assistant II

Required Qualifications (as evidenced by an attached resume): 
High School Diploma/GED.  Four (4) years of full-time administrative experience in an office setting with at least one (1) year in an academic and/or a healthcare setting.  Proficient in Microsoft Suite including mail merge and excel.

Preferred Qualifications: 
Bachelor’s degree (foreign equivalent or higher) in business administration, higher education administration or a related field. Experience with an academic medical institution. Data entry experience. Knowledge of medical terminology. 

Brief Description Of Duties:

The Administrative Assistant II will perform all of the data entry and tracking of CME activities for 18 departments with 65 regularly scheduled series (grand rounds, tumor boards, case conferences).  The incumbent will also provide assistance in conducting CME programs that are held on-site and off-site. CME tracking is essential to meet accreditation requirements and to respond to time sensitive requests by faculty for CME attendance documentation reports to be included in hospital reappointment packages submitted to the Medical Staff department.  The goal for this position is to assist OCME with record maintenance of documents for our institution and policies required by the ACCME standards. The successful incumbent must have strong organizational and communication skills. The incumbent needs to possess excellent telephone skills.

●      Reporting to the Associate Dean and the Assistant Director of Continuing Medical Education, the Administrative Assistant II will provide comprehensive administrative and computer support for the Office of Continuing Medical Education.

●      Uploads attendance records for the 65 regularly scheduled series (grand rounds, tumor boards, case conferences) conducted by 18 medical departments.   Prepares official letters verifying continuing medical education credits earned by attendees at each accredited regularly scheduled series. Maintains and updates CME database for each regular scheduled series, such as ACCME compliances, date, time, topic, speaker and attendance. Tracks, gathers, and maintains essential ACCME documentation from each coordinator of each of the regularly scheduled series, including disclosure forms, handouts, and evaluation forms within the database.  Logs and collects data for Maintenance of Certification which includes all Board Certified ID numbers and DOB information.

●      Interacts with each department coordinator for accredited programs. Trains and educates new department coordinators and updates other coordinators regarding the process of applying for a regularly scheduled series, entering and maintaining content information about RSS sessions on the database, and providing the proper essential ACCME documentation after each session.       

●      Assist with preparation of necessary reports via Excel from the databases regarding statistics of the regularly scheduled series for CME committee meetings, and annual ACCME reports (PARS), etc.

●      Reviews conference evaluations and summarizes the evaluations using Excel spreadsheets. Reviews Seminar Series pre and post tests to determine change in knowledge based on the course and provides participant feedback. Reviews and summarizes the Seminar Series evaluation forms.

●      Keys and manipulates text and data from various sources, and format to produce and revise documents.  Assist supervisors with report compilation by preparing initial drafts, revising as directed and coordinating distribution of final copy.

●      Answers and directs phone calls and visitors. Reviews mail, order all office supplies, responds to routine inquiries and refers more complex requests to appropriate staff members.  Provides routine direction to student assistants and volunteers.

●      Other duties as assigned.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

Evening and weekend work will be required at times.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

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 (OEA) at (631) 632-6280 or visit OEA.

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

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