Patient Access Administrative Assistant

Stony Brook Medicine - Stony Brook, NY

Full-time
Patient Access Administrative Assistant - 1901294

Position Summary

The Patient Access Administrative Assistant, under the direction of the Director of Patient Access Services, will be dedicated to provide administrative support to the director and staff. The Patient Access Administrative Assistant will work within Patient Access to support and enhance day-to-day activities. The Patient Access Administrative Assistant will also participate in other projects related to the department. .

Duties of an Patient Access Administrative Assistant may include the following but are not limited to:

Assists the Director, Patient Access and as required. Formats and maintains “dashboards”: daily, weekly, month-to date, year-to date etc. including key quality, safety and revenue related indicators. Monitoring and updating same routinely.
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 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 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 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.
Prepates 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 of Patient Access Services and others as needed.
Assists with front desk coverage 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.

Required Qualifications:
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
Intermediate Proficiency in MS Office Applications including Excel, Access, Word and PowerPoint
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

Preferred Qualifications:
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

Special Notes: The Search Committee will begin the review of applications on 5/13/19.

This position may require that the selected candidate work in multiple areas of the hospital and/or off-site areas.

This function/position has been designated as “essential.” This means that when the Hospital is faced with an institutional emergency (staff shortages, increased census, inclement weather, and/or other emergencies), 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.

All Hospital positions are 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.

The selected candidate must successfully clear a background investigation. Prior to start date, the selected candidate must meet the following requirements: Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services (The hiring department will be responsible for any fee incurred for examination), submit (3) written references, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

The best ideas in medicine start with the best people. At Stony Brook Medicine, our highest calling is to put the power of ideas to work in our patients’ lives. Stony Brook Medicine integrates and elevates all of our health-related initiatives: education, research and patient care. Stony Brook Medicine is Long Island’s premier academic medical center. With 603 beds, we serve as the region’s only tertiary care center and Level 1 Trauma Center, and are home to the Stony Brook Heart Institute, Stony Brook Cancer Center, Stony Brook Children’s Hospital, Stony Brook Neurosciences Institute, and Stony Brook Digestive Disorders Institute. We also encompass Suffolk County’s only Level 4 Regional Perinatal Center, state-designated AIDS Center, state-designated Comprehensive Psychiatric Emergency Program, state-designated Burn Center, the Christopher Pendergast ALS Center of Excellence, and Kidney Transplant Center. It is home of the nation’s first Pediatric Multiple Sclerosis Center.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We are committed to the creation of a diverse and inclusive campus climate. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AThttp://www.stonybrook.edu/police

Official Job Title: TH Staff Assistant II
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Patient Access-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 9:00 AM - 5:30 PM Pass Days: Sat, Sun
Posting Start Date: May 8, 2019
Posting End Date: May 22, 2019, 10:59:00 PM
Salary: Commensurate with Experience
Salary Grade: SL1