Project Staff Assistant - Stony Brook University (Stony Brook, NY)

Project Staff Assistant REF#:HS-R-7707-13-01-S Budget Title:same as above Research Foundation Professional Position Department:Psychiatry RF Line#:R02530 Grade:E.99 Campus:Stony Brook West Campus/HSC Salary:$54,500 - $64,000Required Qualifications:Bachelor''s degree in related field. In lieu of the degree, four years of progressively responsible administrative experience in a professional setting may be considered. Two years of related experience. Excellent verbal, written, interpersonal, and organizational skills. Flexibility and ability to respond to changing needs and prioritizing. Demonstrate knowledge of Microsoft Word, Excel, PowerPoint and Outlook. Ability to multitask. Good management skills. Preferred Qualifications:Bachelor''s degree in English. Proficiency with social media sites and communications (Facebook, Twitter, etc.). Project Management skills to include online tools. Comfort and experience with multiple platforms (i.e. MAC, PSC, Windows, iOS, etc.). Brief Description of Duties:The Project Staff Assistant is expected to provide a high-level of administrative support. This requires tact, diplomacy, and discretion on a wide variety of complex and sensitive issues. The Project Staff Assistant must demonstrate a high degree of professionalism in a rapidly changing, time pressured environment. The Assistant must have independent judgment, strong organizational skills, and the flexibility as demands and priorities change. This position also serves as a key resource for the Division Chiefs, Administrators, House Staff, students, local, state, and national medical groups. The Project Staff Assistant needs to provide analysis, and when necessary, triaging of correspondence and telephone calls, drafting correspondence as requested, preparation of reports, book chapters, and manuscripts. Must also provide staff support to University Committees and National Organization with which the Department Chair is associated. Assist with patient scheduling and prescription requests. The candidate may provide training, performance management, work design, and process implementation to maximize efficiency of workload. The Project Staff Assistant must also maintain sensitive and confidential information in electronic and paper form and must have the ability to extract, analyze, interpret, and display the data as required. * Manage the Chair’s complex appointment calendar, including prioritizing and scheduling appointments, faculty meetings, speaking arrangements, domestic and foreign travel arrangements, and other activities as needed. Organize departmental staff meetings including acquiring conference rooms, audio-visual equipment, and catering services as necessary. Schedule all meeting for the Chair including any staff, students, and new patient appointments with medicine specialties clinics. * Responsible for daily incoming mail for the Chair. Analyze the Chair’s action items and manage their assignments to other staff members for completion. Establish and maintain control system to track action items that are delegated to other staff members and keep the Chair informed of the status. Give suggestions for resolutions or resolve the issues whenever feasible. * Draft appointment letters, correspondence, promotional/merit letters for the Department Chair along with other documents and reports for signature by the Chair and others. Compare and send notices to the faculty and staff on behalf of the Department Chair. Inform participants of schedule and agenda and prepare background materials for meetings for appropriate parties which include: gathering data from variety of sources and evaluate/analyze data to prepare detailed information and recommendations for the Chair. Prepare meeting minutes and disseminate hard copies or post electronically. Facilitate the flow of written and verbal communication to and from the Chair. * Develop and manage effective filing, retrieval, and archiving system for use by self and others. Manage and archive all of the Department Chair’s office administrative support records, including the Chair’s files. Maintain an up-to date index of files and oversee annual archiving and/or purging of files, ensuring adherence to Stony Brook retention schedules regarding administrative records. Write and maintain up-to-date desk manual outlining job functions, duties, process, procedure contact information, checklists, samples etc. Update quarterly. * Track and evaluate all requests for the Stony Brook Medical Staff approvals or action items. Ensure the Chair has all information needed to follow up on the Medical Staff. Review all requests with the Department Chair and ensure all deadlines for reviews are met. Coordinate documents with Medical Staff office and identify resources for the Chair in resolving issues with the Medical Staff files, requests, and reviews. * Provide support to the Chair on the financial and logistical issues related to grants submissions. Maintain grant accounting information after the grant has been awarded. * Provide full scope of administrative support to the Chair as the Coordinator of the departments teaching and ward attending schedule. This includes: drafting correspondences, scheduling Attending Blocks, distributing information, scheduling monthly (mandatory) orientation training, and constant updating of hospital/training packets. * Plan and coordinate annual "State of the Department" events. Serve as division contact for orientation programs. Provide full scope of administrative support for any programs that the Chair develops. Undertake special projects assigned by the Chair that are of a sensitive and confidential nature. Compose department recommendation letters for all temporary, full time effort, appointments for Chair''s signature. Assist with development and composition of recommendation letters for permanent faculty appointments as requested by the Chair. In conjunction with Faculty Affairs staff,

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