Administrative Coordinator - Healthcare Epidemiology

Position Summary

At Stony Brook Medicine, an Administrative Coordinator is a valuable member of our team, who provides administrative and executive support and has the ability to interface with all levels of staff throughout the hospital.

Qualified candidates will demonstrate superior communication and organization skills while adhering to our high standard of excellence.

Duties of a Administrative Coordinator in the Healthcare Epidemiology Department may include the following but are not limited to:

• Maintains a courteous and helpful approach when dealing with visitors and staff
• Demonstrates a high degree of understanding of others even during the most stressful situations; resolution of conflicts and problem solving with empathy
• Accepts constructive criticism in a positive manner working towards solutions rather than focus on the problem
• Processes incoming and outgoing communications in an effective and timely manner. Develops and maintains office and filing systems so that necessary information is readily accessible
• Screening all telephone calls, ensuring that divisional personnel receive accurate and timely messages. The incumbent will, within scope of his/her responsibilities, including answering isolation questions within policy, answer questions of callers or respond to calls when able to do so.
• Compile and communicate with the Department of Health (DOH) regarding demographics on patients admitted to the hospital with reportable disease. Maintain all public health reports maintaining confidentiality.
• Updates and maintains the HED website.
• Keeps information necessary for budget preparation, programmatic reporting and financial analysis accurate and readily available. Processes purchase requests, requests for travel reimbursement, journal and budget transfers, work requests, and the like in a timely and efficient manner
• Prepare and review materials and documents (audiovisual equipment, power point presentations, graphs, handouts, etc.) as required.
• Records/types meeting minutes and distributes as requested by the Director/Medical Director/designee
• Ensures timely completion of schedules, timesheets, audits and data entry
• All other duties as assigned

Qualifications

Required Qualifications:Associate's degree and at least 3 years of administrative and/or supervisory experience or, in lieu of degree, High School diploma/GED and at least 5 years of administrative and/or supervisory experience. Computer skills with proficiency in Microsoft Office Suite. Ability to work independently, with excellent time management and communication skills. Experience and skill in focusing on details, accuracy, multi-tasking and follow-through. Must be able to effectively interact and communicate with all levels of staff on a house-wide basis.

Preferred Qualifications:Bachelor's degree. Previous experience in an infection prevention department. Past experience in a hospital or healthcare setting. Experience in website management. Experience operating various software systems. Experience in data management.

Special Notes: Resume/CV should be included with the online application.

In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer's protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer's protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

• 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.

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*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Meet Regulatory Requirements for pre employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

*The hiring department will be responsible for any fee incurred for examination.

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 at (631)632-6280.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewedhere

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