Administrative Assistant I

Administrative Assistant I

Required Qualifications (as evidenced by an attached resume):
High School Diploma/GED. Three (3) years of full-time administrative experience. Experience with coordinating meetings, and/or managing calendars, and/or taking meeting minutes.

Preferred Qualifications:
Associate’s degree (foreign equivalent or higher). Experience in an educational environment. Experience with Cbase. Experience coordinating meetings on virtual platforms (i.e. Zoom), virtual proctoring and/or breakout rooms. Proofreading and/or editing experience. Experience with School of Medicine practices, policies and procedures. Experience with Microsoft Office Software and/or Google Docs.

Brief Description of Duties:
The Administrative Assistant I will provide administrative support to the Office of Undergraduate Medical Education (UGME) in the Renaissance School of Medicine. The successful incumbent must be dependable and have excellent interpersonal, communication (both written and verbal), organizational, technical, and time management skills. The ability to research, analyze and solve problems is essential for the Administrative Assistant I.

• Provide administrative support to the deans and senior support personnel regarding student meetings, student compliance, reimbursements, club events or meetings, and student affairs yearly events. Handle student records such as data entry into our medical student curriculum database (CBase), file confidential student information, and complete other administrative tasks such as compliance, scanning, and verifying student documents and records while complying with FERPA. Compile data in preparation for reports to various national agencies for medical school accreditation.

• Provide administrative support to the NBME Proctor Coordinator. This includes proctoring exams and scheduling proctors as required; ensuring exams are administered in a secure, proctored setting; ensuring the testing room is a secure working environment; conducting exams in strict compliance with NBME guidelines; monitoring the progress of examinees; reporting any suspicious activity to the NBME Executive Chief Proctor and file a report to the NBME.

• Provide administrative support to medical school committees under the direction of the Committee Chairs. Coordinate meetings as requested. Prepare agenda and meeting materials, take minutes, set up invites through Outlook, and communicate with committee members as necessary. Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations, statistical, or monthly reports. Transcribe, prepare, and distribute minutes for departmental/committee meetings.

• First point of contact for the UGME main phone lines and voicemail. Respond to questions and inquiries from faculty, staff, and prospective or current students via email and phone; and, provide reception coverage. Resolve problems or make an appropriate determination for a referral. Communicate and collaborate with medical students and department heads. Responsible for daily mail distribution and student records management.

Perform other duties as needed:

• Assist with HSC/ID/security access, computer accounts, powerchart/Cerner, EMR, and Parking.

• Class Outlook email listserv and updates, daily absence request monitoring, and monthly/annual reports.

• Support large medical student events including Commencement, Match Day, Orientations, White Coat Ceremony, etc.

• Other duties as assigned. Scribe for Focus Groups, Serves as a National Board of Medical Examiners (NBME) exam proctor, retreats.

• Provide backup support in the absence of other staff as needed.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

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.

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