Stony Brook University Administrative Assistant I - N.6 in Stony Brook, New York

Administrative Assistant I - N.6


Required Qualifications (as evidenced by an attached resume):

High school diploma/GED plus three (3) years of full time progressively responsible administrative experience.Incumbent should possess at least two years of progressive administrative experience, preferably in higher education. Excellent interpersonal, organizational, and customer service skills are essential. Understanding and proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. Understanding of budgets will be helpful.

Preferred Qualifications:

Administrative experience in higher education. Prior experience assisting students in an academic setting. Understanding of budgets. Previous experience facilitating special events/retreats.

Brief Description of Duties:

To provide administrative support on behalf of the Office of Student Affairs, in the School of Medicine.

Student Affairs:

  • Provide administrative support to the Office of Student Affairs in the School of Medicine. This position includes event planning and special retreats.

National Board of Medical Examiner ( NBME) Exams:

  • Coordinate the scheduling of proctors for NBME examinations for medical students and work closely with the Assistant Dean for Student Affairs on exam dates/times. Timely submission of proctor timesheets to the temporary agency is important.

Medical Student Performance Evaluation (MSPE ) :

  • Provide primary administrative support for the MSPE process, including coordinating all MSPE appointments with the designated letter writers as well as the medical students and editing letters using the MSPE template in CBase.

Committee on Academic and Professional Progress (CAPP): Provide administrative support to CAPP by:

  • Coordinating monthly meetings and compiling the CAPP folders.

  • Confirm with the Committee Chair attendees for a quorum, if VTC or teleconference is needed, and confirmation of date and time .

  • Send CAPP invite letters to Students as well as CAPP results letters to the students after each meeting.

(Electronic Residency Application Service) - ERAS, NRMP Match and other Matches:

  • Provide administrative support to students using ERAS.

  • Monitor the list of students who are going into the Match, students who are delaying the Match, and students who are applying to an early match program.

  • Assist current students and alumni as needed in the residency application process.

  • Upload transcripts into ERAS at the direction of the Registrar's Office.

  • Upload MSPE letters to the ERAS by the national deadline.

CBASE Entries:

  • Enter information into CBase as needed for student LOAs, add/drops, electives, grades, comments, and Dean's Office Comments, and monitor excused absences for illnesses to track doctor notes.

  • Proctor NBME exams, scribe at focus groups, and other duties as assigned.

  • Provide back-up coverage for other support 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.

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more

About Stony Brook:

Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the six Health Sciences schools — Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County’s only tertiary care center and Regional Trauma Center. Stony Brook Children’s, with more than 180 pediatric specialists in 30 specialties, offers the most advanced pediatric specialty care in the region.

Equal Opportunity Employer, females, minorities, disabled, veterans.

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 at .

Job Field: Clerical/Secretarial

Primary Location: US-NY-Stony Brook

Official Job Title: Administrative Assistant I

Department/Hiring Area: SOM Dean's Office - Academic and Faculty Affairs/Student Affairs

The Research Foundation for The State University of New York at Stony Brook

Schedule: Full-time

Pass Days: Day Shift

Posting Start Date: Jan 8, 2019

Posting End Date: Jan 22, 2019, 11:59:00 PM

Salary: CWE

Salary Grade: N6

Req ID: 1803229