Position Summary

• Assists and develops presentations, composes varied written materials for staff and other stakeholder facilitating communication on behalf of the Director of Patient Access. Keeping the Director and departmental teams updated, facilitating communications.
• Prepares and coordinates meetings and agenda items, "bring ups" etc. with team members for the Director/Assistant Director of Patient Access. 
• Maintains and documents tracking of staff compliance for various criteria including: mandatory education, employee health and other requirements. Maintains communication of same with appropriate stakeholders. 
• Records meeting minutes as needed for the Director/Assistant Director of Patient Access.
• Maintains organized filing system both hard copy and electronic.
• Coordinates travel arrangements, prepares travel vouchers, follow-up and reimbursement for the Director /Assistant Director and team, as necessary.
• Arranges conferences and meeting times; including booking rooms, assemble and coordinate background materials for meetings and conferences.
• Coordinate and process the development of personnel packages for recruitment and hiring of Patent Access employees and maintain tracking of resignations, new hires and filled positions.
• Prepares reports using statistical and narrative information. This may require the use of excel or access database. May analyze information and make recommendations.
• Develops databases and utilizes them to manage information for the Director/Assistant Director of Patient Access Services and others as needed.
• Assists with departmental administrative support and monitors telephones as needed.
• Adheres to mission and values of Stony Brook University Hospital.
• Maintains an atmosphere of courtesy and respect.
• Works collaboratively with, other assistants, staff, department management, physicians and executives.
• Demonstrates a desire for continued growth by participation in educational programs.
• Maintain records and process purchase requisitions for both supplies and equipment, and encumber/transfer funds to purchase needed items.
• Performs additional duties and responsibilities as required.

• Associate's degree plus two (2) years of relevant administrative experience which demonstrates excellence in the required qualifications or, in lieu of an Associate's degree, at least five (5) years of relevant administrative experience which demonstrates excellence in the required qualifications
• Proficiency in MS Office Applications
• Ability to track, document and trend data
• Ability to multi-task and excellent time management skills
• Excellent verbal and written communication skills
• Ability to work independently, be self-directed and show initiative and enthusiasm

• Advanced proficiency with MS Office Applications including Excel, Access, Word and PowerPoint
• Experience with transcribing meeting minutes for committees
• Previous experience with coordinating travel and tracking travel expenses
• Previous experience in the use of KRONOS, Lawson, Taleo and Staples, VISIO, Publisher, dashboards

• 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 maybe 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 5 panel drug screen*
• Successfully complete a Background Check investigation.
• Provide a copy of any required New York State license(s)/certificate(s).