Executive Assistant I

Overview

Executive Assistant I - Neurology Associates of Stony Brook, UFPC

Location: Stony Brook, NY

Schedule: Full Time

Days/Hours: Monday - Friday; 8:30 AM - 5 PM

Pay: $30.17 - $37.70

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee.

The above salary range (or hiring range) represents Stony Brook CPMP’s good faith and reasonable estimate of the range of possible compensation at the time of posting

Responsibilities

SUMMARY: This position requires the incumbent to provide executive administrative support to the department.  This position is essential to ensure efficient operation of the office. The incumbent will support executives such as Division Chiefs and/or Department Administrators and Directors. Additionally, may be responsible for financial operations support and employee and faculty changes.

Job Duties & Essential Functions:

• Serve as Executive Assistant to a Division Chief and/or Department Administrators and Directors
• Maintain executive calendar by scheduling meetings, conferences and virtual conferences
• Make travel arrangements and itineraries
• Help executive prioritize emails and phone calls throughout the day
• Supervise day-to-day administrative office operations of division
• Answer phones in a timely manner using good customer service skills and judgement
• Handle confidential information and maintain confidential files
• Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies and verifying receipt of supplies
• Prepare payment requisitions
• Open, sort and distribute mail
• Coordinate maintenance of office equipment.
• Plan onsite and offsite events and large gatherings: i.e: Grand Rounds, committee meetings, annual dinner, etc.
• Scan and maintain documents and files
• Conduct research and information gathering on behalf of the executive. Prepare meeting materials, handouts and presentations
• Create, update and maintain databases
• Act as liaison with other departments and outside agencies. Develop positive and strategic relationships at all levels of the organization
• Maintain office environment to ensure productivity
• Research issues as needed
• Work independently and within a team on special and complex projects.
• Perform all other duties as assigned by management

Qualifications

Required Education & Qualifications:

• Bachelor’s degree. In lieu of degree, will consider four (4) years of progressively responsible administrative experience
• Three (3) years of progressively responsible administrative experience
• Excellent written and verbal communication skills
• Attention to detail
• Must be highly organized and able to multi-task
• Must be proficient in Microsoft Office

Preferred Qualifications:

• Experience in a healthcare setting

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management.

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP.

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargainin…