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At Stony Brook Medicine our Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. These positions are found in virtually all State agencies.

Administrative Assistants 1 and 2 establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities.

Duties:

• Process and monitor purchase requisitions using Lawson. Follow up with delivery dates and process manual receivers for delivered material.
• Process all invoices for payment working with Accounts Payable and Purchasing Department. Contact vendor when invoice does not arrive.
• Maintain excel spreadsheet to track all purchases and monitor funding.
• Use Visa procurement card for small orders and certify statement on a monthly basis.
• Adhere to project close out procedures and submit journal transfers when necessary.

Qualifications

Required: As per Civil Service Standards and Specifications. Must have taken and passed the specific job-related Civil Service exam and be reachable on the appropriate Civil Service list.

Preferred: Basic Knowledge of Microsoft programs including Word, Excel, Outlook. Knowledge of CLM, CPR, Lawson & Projectmates.

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.

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• 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 may be 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.

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Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as - $58,046.

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 CSEA positions have an additional $3,400 for location,

Full-time evening or night shift positions also receive $575 for inconvenience for positions. Please visit these links to learn more.

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.