Administrative Coordinator For Employee Health And Wellness

Position Summary

Employee Health and Wellness is a fast paced, high volume department that touches every faculty, staff, volunteer and temporary employee at the institution from prior to completing the hiring process and throughout their tenure at Stony Brook Medicine. A replacement for this role is necessary in continuing to provide the best possible service for all of our employees.

At Stony Brook Medicine, the Administrative Coordinator for Employee Health and Wellness is a valuable member of our Employee Health and Wellness team who will provideadministrative support to the Director of Employee Health and Wellness as well as the Employee Health and Wellness team. The individual will manage daily office operations. The candidate will be responsible forcommunication with staff, faculty, and individuals outside of SBM. Duties to include but not limited to: telephone reception, communication processing of incoming and outgoing memorandums/email/reports requests, record-keeping, filing, scheduling/calendar maintenance, preparation of agenda/minutes for meetings/committees/task forces.

Qualified candidates will demonstrate superior communication and organization skills and the ability to multitask whileadhering to our high standard of excellence and collegiality.

Duties of the Administrative Coordinator of Employee Health and Wellness may include the following but are not limited to:

• Ensures that all employees receive a high level of service and support and ensures the privacy and comfort of employees.
• Answers phones and assists callers with inquiries. Transfers calls and/or takes messages as needed.
• Schedules appointments and maintains the Director’s calendar.
• Produces correspondence, data analysis and reports as needed.
• Maintains all office functions for the Department.
• Demonstration of understanding of others during stressful situations, resolution of conflicts, problemsolving and empathy
• Prepares and types correspondence as needed.
• Performs other administrative and/or supervisory tasks as needed to support COVID testing and/or to support EmployeeHealth and Wellness.
• Provides full administrative support services, including taking and transcribing minutes for meetings, as needed.
• Monitors inventory supplies and orders supplies and equipment as need to ensure adequate supply levels at all times.
• Scans files as needed and maintains well organized electronic files of records.
• Trouble shoots problems and recommends sound and appropriate solutions.
• Assists in budget preparation and control including processing budget transfers, invoices with full responsibility for all purchase requisitions and tracking of budget.
• Reviews and processes invoices, ensuring their accuracy and appropriate charing to cost centers.
• Keeps employee health files up to date and well organized at all times.
• Coordinates office services for the Director of Employee Health and Wellness as well as other members of the department staff(i.e.: meetings, calendar, requisitions, mailings, office supplies)
• Exemplifies customer service by ensuring a courteous and helpful approach when dealing with employees, physicians, visitors and staff.

Qualifications

Required Qualifications: Associate’s degree and at least 2 years of administrative experience or, in lieu of a degree, at least 5 years of related administrative experience. Prior experience managing a budget . Proficiency with Microsoft Office Suite . Familiarity with basic use of mobile devices/smart phones . Excellent customer service and interpersonal skills . Strong organizational skills . Must be extremely reliable, dependable and possess strong organizational skills.

Preferred Qualifications: Prior medical reception or medical office experience. Familiarity with hospital operations.

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.

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• 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.
• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.

Prior to start date, the selected candidate must meet the following requirements:

• Complete electronic reference check with a minimum of three (3) professional references.
• Meet Regulatory Requirements for pre employment screenings.
• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
• Successfully complete a 4 panel drug screen*
• 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 .

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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 viewed here .

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Anticipated Pay Range

The starting salary range (or hiring range) for this position has been established as $40,000 - $51,000.

The above salary range (or hiring range) represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

In addition, all full time UUP positions have a $3,026 location pay.

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and state pension that add to your bottom line.