Administrative Support Specialist – Cancer Center Administration

Administrative Support Specialist – Cancer Center Administration

Position Summary

At Stony Brook Medicine, the Administrative Support Specialist for Cancer Center Administration will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills and have the ability to multi-task. The incumbent presents a professional appearance and exercises sound judgement and communication skills when working with staff, faculty, physicians, senior leadership and outside vendors and guests.

Duties of the Administrative Support Specialist for Cancer Center Administration may include but are not limited to the following:

• Provide full range of administrative assistance, including but not limited to receptionist type duties, greeting & directing visitors, answering telephones, taking and recording meeting minutes, copying, scanning, typing and Outlook calendar maintenance.
• Prepare and track requisitions and submissions for vendor payments, guest/staff reimbursements and travel vouchers. Keep, update and maintain records and spreadsheets related to requisitions and AmEx statements.
• Assis the Administrative Manager with the coordination of Cancer Center guests, events and meetings, including but not limited to preparing itineraries, flyers, sign-in sheets, conducting tours, ordering, etc.
• Order supplies utilizing all Stony Brook and outside systems including Wolfmart, Lawson, Amazon, etc
• Assist the Administrative Manager with Office/Suite operations including ordering, sorting incoming mail and maintaining office directories.
• Other duties as assigned.

The selected candidate will be required to travel within the campus environment including MART, Hospital, HSC and West Campus and attend offsite Symposiums and Retreats as needed.

Qualifications

Required Qualifications: Associate degree and at least 2 years of administrative business operations experience or, in lieu of degree, a high school diploma or equivalent and at least 4 years of administrative business operations experience. Experience with calendar and meeting management (including but not limited to: scheduling, preparing agendas & taking minutes). Proficient in all Microsoft Office applications including Word, Excel and Outlook. Ability to lift/carry up to 25lbs.

Preferred Qualifications: Administrative experience working for executive leadership in an academic or research environment. Experience with financial functions including accounts payable, ordering and reimbursements. Demonstrated experience in handling administrative functions with independence and accountability.

• 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 may be 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.

• 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).

• The hiring department will be responsible for any fee incurred for examination.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.

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The salary range (or hiring range) for this position is $48,839 - $59,533 / year.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

• Location pay for UUP, CSEA & PEF full-time positions ($3400)

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.