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Administrative Coordinator

Stony Brook Medicine

Stony Brook, NY

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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Business Operations, Career Development, Cisco Network Systems, Contract Management, Customer Support/Service, Detail Oriented, Documentation, Driver's License, Event Management, Expense Tracking, Facilities Management, Family Educational Rights and Privacy Act (FERPA), Finance, Grant Awards, HIPAA (Health Insurance Portability and Accountability Act), Healthcare, Healthcare Administration, Information/Data Security (InfoSec), Interviewing Skills, Inventory Management, Logistics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Visio, Microsoft Word, Operational Support, Operations, Operations Management, Payment Processing, People Management, Peoplesoft, Performance Analysis, Performance Reviews, Plan Meetings, Presentation/Verbal Skills, Program Planning, Project/Program Coordination, Purchasing/Procurement, Record Keeping, Reimbursement, Reporting Skills, Research Grants, Schedule Development, Staff Training, Student Services, Team Building, Team Player, Telephone Skills, Time Management, WebEx, Webinar
LOCATION
Stony Brook, NY
POSTED
2 days ago
Who We Are
We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals wepursue. We celebrate and take pride in the following:
  • Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
  • Serving a highly diverse student body (click here for more information).
  • Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
  • Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.
Click here for more about Student Affairs.

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time administrative support experience. Experience with Microsoft Office Suite (Excel, Word, PowerPoint, Visio, etc.) and/or Google Workspace. Must have, keep and maintain the appropriate valid NYS Driver's License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes").

Preferred Qualifications:
Experience with PeopleSoft, Navigate and/or Wolfmart. Experience working with a diverse student population. Experience in customer service, event or program planning, and/or administrative support. Experience handling HIPAA-protected information or working in a healthcare/clinical environment. Experience preparing reports and presentations.

Brief Description of Duties:
Student Health, Wellness, and Prevention Services is seeking an Administrative Coordinator to provide comprehensive operational and administrative support for Student Health Services (SHS)and if needed, CAPS. This role ensures smooth daily operations by managing schedules, coordinating events planning and logistics, business operations, maintaining records, and assisting with special projects as needed. The incumbent provides responsive communication, fosters respectful partnerships, engages students, and maintains collaborative, professional relationships to ensure excellent customer service. Furthermore, they must be proactive, detail-oriented, and adaptable, with the ability to learn quickly and perform effectively in a variety of roles. They should be able to utilize patient-centered communication with all customers, including underserved students and those seeking sensitive services, to help reduce health disparities and stigma related to services.
The incumbent plays a crucial role as a team member within Student Health, Wellness & Prevention Services. In this capacity, they collaborate with other team members to collectively contribute to the overall functioning and effectiveness of the services provided. This involves actively participating in team meetings, sharing insights, and engaging in collaborative decision-making processes. The incumbent's role extends to fostering a cooperative and supportive atmosphere, ensuring seamless teamwork, and collectively working towards the common goals and objectives of Student Health, Wellness & Prevention Services.

Administrative Support
  • Provide administrative support for scheduling and documentation of same if appropriate (meetings, meeting minutes, candidate interviews)
  • Schedule and coordinate candidate interview appointments, including candidate communications, directions, and parking logistics.
  • Maintaining various staff rosters and directories (Master schedule, phone lists, training library)
  • Assist with event, program, and activity coordination and execution.
  • Track performance evaluation deadlines, assist with paperwork, and manage scanning/copying tasks.
  • Assist with compiling and organizing reports, presentations, and documents as needed
  • Coordinate the administrative "Day 1" logistics (IT access, keys/badges, workspace setup, and departmental tours) for new hires.
  • Assist with special projects related to the department.
  • Assist in training other staff on tasks as requested.
Communications
  • Answer and assist with CISCO Webex phone calls, following departmental guidelines.
  • Responding to first-level inquiries that will include screening phone calls and/or emails, exercising the highest level of confidentiality, along with sound judgment in directing the appropriate responses.
  • Show utmost discretion to working with confidential and sensitive information, including HIPAA and FERPA protected information.
Inventory & Facilities Coordination
  • Coordinate FIXIT requests for 1 Stadium Road.
  • Manage inventory for Supplies needed
  • Work with other service staff (CPDC, Facilities, etc) to ensure smooth completion of operations and services
  • Assist in maintaining the professional appearance of the lobby and common areas.
Finance and Procurement Support
  • Provide administrative, purchasing, and procurement support to ensure efficient departmental operations.
  • Track departmental expenses and maintain accurate procurement documentation.
  • Assist in managing cyclical contracts, including initiation, vendor coordination, securing approvals, monitoring deliverables, and overseeing payment processing.
  • Support and train employees in the use of the Concur system for travel reimbursements.
Student Staff Supervision
  • Assist in selecting, training, and managing student staff
  • Supervise student staff working to ensure professionalism and top-notch customer service when they represent the department either at the front desk or at any outreach event.
  • Organize student staff efforts to monitor and organize inventory, giveaways etc.
Professional Development and Committee Involvement
  • Participate in opportunities that promote your learning, growth, and development (i.e. classes, training, committee, webinar, etc.).
  • Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e. campus wide traditions, events, programs, etc.).
  • Other duties or projects as assigned as appropriate to rank and departmental mission.
  • Hours outside the work schedule may be required at times.

Special Notes:
This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

Salary: $60,000 + $4,000 Location Pay = $64,000 Total Compensation
In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.

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.

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.
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About the Company

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Stony Brook Medicine