Business Support Assistant - Clinical Support/Mental Health/Psychiatry

Position Summary

At Stony Brook Medicine, a Business Support Assistant is a valuable member of our team, who provides administrative and executive support and can interface with all levels of management throughout the hospital. Incumbent will coordinate all office functions for hospital leaders with the Psychiatry units. This includes scheduling meetings, meeting logistics or events, preparing presentation materials, tracking data, coordination of assigned tasks including participation in crisis prevention training activities, telephone reception, processing of communications into and out of the office, record keeping and preparation, filing of documents, supply ordering and inventory management, ensure clearance of interns, etc. The position will assist and collaborate with physical plant to ensure unit maintenance and improvements are completed. Qualified candidates will demonstrate superior communication and organizational skills, basic project management and intermediate Excel skills.

The Business Support Assistant be responsible for a variety of support and coordination of activities as it relates to the Neurosciences Institute and Psychiatry service line, under the general direction of the Assistant Vice President of Operations for the Neurosciences and the Assistant Vice President of Nursing for Psychiatry. The incumbent is responsible for providing administrative support and coordination for all daily activities. This position has responsibility for troubleshooting, prioritizing, acting upon and/or reassessing inquiries and/or problems on behalf of leadership as well as providing and understanding data collection and analysis.

Duties of a Business Support Assistant for Clinical Support/Mental Health/Psychiatry may include the following but are not limited to:

• Provide support to various supervisors including Crisis Prevention Team, Functional Therapeutic Activities, and Behavioral Health Specialists.

• Support Crisis Prevention Training activities both in and out of the classroom.

• Coordinate intern clearances, ensuring completion of required clearances and access arrangements prior to the start of assignments.

• Coordinate the schedules of the supervisors, which includes travel plans, professional and business schedules, research and prepare meeting materials, and interface with other management, officers, Neurosciences personnel and other Hospital/Nursing Administration staff.

• Respond to inquiries, troubleshoot, and make independent judgments when able, refer or provide solutions to issues raised or identified.

• Maintain and coordinate calendar(s) and receive telephone calls and visitors on behalf of supervisors, compose, edit and submit correspondence on behalf of supervisors as needed. Manage and prioritize the supervisors’ incoming and outgoing mail.

• Draft and prepare correspondence as well as documents and reports. Edit and approve for signature any correspondence prepared by supervisors and others assigned by supervisors. Prioritize and ensure that all incoming correspondence for the Supervisors requiring attention are acted upon.

• Assemble and provide relevant documents for meetings and attend meetings as required. Take, maintain and distribute meeting minutes on behalf of supervisors. Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed in a timely fashion. Prepare and assist in the preparation of reports and presentations for the Supervisors and ensure dissemination of applicable information.

• Project and event planning support/management, as well as other duties as assigned.

• This position requires regular interaction with patients being treated within the Psychiatry units.

Qualifications

Required:

• Associate’s degree
• At least 2 years of experience in an office, hospitality or customer service setting, or other work environment requiring diverse tasks and routine interface with others
• Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendars
• Demonstrated proficiency with computer software, including Microsoft Office applications, e-mail, and Internet
• Ability to work collaboratively and independently on assigned tasks as well as accept direction on given assignments
• Team player in fast paced environment who is able to prioritize tasks independently. Strong written and verbal communication skills required with ability to work with other staff assistants, as well as large teams

Preferred:

• Bachelor's degree with 5 or more years of experience in an office, hospitality or customer service setting, or other work environment requiring diverse tasks and routine interface with others
• Experience compiling materials for meetings and/or at the request of supervisors. Experience in a healthcare environment
• Experience using Zoom and/or Microsoft Teams

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

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.