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.
The Department of Care Coordination Services at SUNY Downstate Health Sciences University is seeking a full-time Administrative Assistant / TH Senior Staff Assistant. The successful candidate will:
Serve as the primary assistant to the Assistant Vice President for Care Coordination Services.
Coordinate, plan and maintain the daily operations and events for the office.
Maintain the calendar for the executive, arrange for meetings (set-up, refreshments, etc.), screen request for meetings, coordinate, arrange and confirm meetings.
Receive and screen visitors and calls, provide information and handle issues that may require sensitivity and use sound independent judgment.
Prepare the complex daily schedule of meetings while attentive to appropriate space intervals with an ability to prioritize appropriately.
Manage travel accommodations, coordinate complex meetings and events and implement decisions regarding events.
Manage special projects as assigned.
Manage incoming correspondence and if necessary, disseminate to the appropriate individual or department; coordinate and facilitate the flow of information between the executive and their direct reports and other campus offices, healthcare organizations, government agencies and the community.
Establish a system for incoming and outgoing mail/email distribution and tracking; refine and maintain a computerized system for record storage and retrieval; maintain confidentiality of communications and correspondence.
Review and optimize office policies and procedures, particularly documentation and filing system.
Prepare drafts and edit correspondence; assist with preparation of PowerPoint, Visio, and Excel presentations and statistical reports; work collaboratively with others to assure timely completion of reports, presentations, meeting agenda and minutes.
Accept calls in a prompt, courteous manner and prioritize calls for immediate attention.
Meet visitors and provide general support.
Assist other executive administrative staff as needed or assigned.
Perform all other duties as needed or assigned.
3+ years of experience working as a Senior Administrative Assistant.
Experience with office management and daily operations.
Excellent practical experience with MS Office.
Strong verbal, written and interpersonal communication skills.
Strong organizational and time management skills.
Monday to Friday; 9:00am to 5:00pm
Commensurate with experience and qualifications
COVID-19 Vaccination Requirement:
An approved COVID-19 vaccination.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at firstname.lastname@example.org.
Equal Employment Opportunity Statement:
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 at 718-270-3025.
SUNY Downstate's College of Medicine, Health Related Professions, Nursing and its School of Graduate Studies offer students a broad professional education that will prepare them for practice or careers in any location and community. This education provides exceptional opportunities for those students with a commitment to promoting health in urban communities and addressing the complex challenges of investigating and preventing diseases that confront clinicians, educators, and researchers in such an environment. This special aspect of Downstate's unique mission is reflected in the students it attracts and selects, the vast majority of whom are drawn from the New York City Metropolitan area. Many of these students are members of minority and cultural groups underrepresented in the health professions, and/or come from families of first-generation immigrants or from economically disadvantaged backgrounds.