Job description


  • Entry level
  • No Education
  • Salary to negotiate
  • New York City



Required Qualifications (as evidenced by an attached resume):
High School Diploma/GED (Foreign equivalent or higher degree). Four (4) years of full-time progressively responsible administrative experience. One (1) year full time experience in an academic, hospital or medical setting. Proficiency with Microsoft Word and Excel.

Preferred Qualifications:
Additional years (5+) of full-time progressively responsible administrative experience. Working knowledge of ERAS (Electronic Residency Application System) and New Innovations. Experience working in a medical office.

Brief Description of Duties:
Under the general direction of the Education Manager and Fellowship Program Directors for Hematology/Oncology and Palliative Care, the Administrative Assistant II will provide a broad range of administrative support including directing incoming phone calls, sorting and distribute incoming mail, preparation of overnight packages, photocopying, scanning and filing as needed. The successful incumbent will have a professional friendly phone manner, strong organizational and communication skills (both verbal and written), strict attention to detail and the ability to prioritize and manage multiple tasks.

- Accreditation: Ensure that all aspects of ACGME (Accreditation Council for Graduate Medical Education) are met including internal reviews and site visits, tracking resident data in ACGME WebAds, ACGME Milestones and Clinical Competency Data for all fellows in Hematology/Oncology and Palliative Care and the annual ACGME residency survey.

- Track and monitor all evaluations for Hematology/Oncology and Palliative Care. This includes tracking the fellows’ schedules and then ensuring all of their information is maintained, accurate and up-to-date data in New Innovations.

- Recruitment: Using the ERAS database screen potential candidates for both Hematology/Oncology and Palliative Care. Schedule interviews with the appropriate faculty and coordinate all of the details of the interview day including the menu, food service, conference rooms, vendors and events related to the day. Process all related invoices for payment and resolve any issues with payment processing as they arise. Process appointment paperwork for the new-fellow hires for both areas. Handle the credentialing piece as needed and coordinate orientation for new hires.

- Create and maintain the fellows’ files to ensure all information is accurate and up to date. Track time and attendance using the KRONOS system. Work closely with the Medical House Staff office to ensure all fellows are administratively aligned with their health records, completion of training modules, medical records, etc. Track and record the fellows’ progress and effort in each program and provide updates to the Program Directors.

- Schedule electives and rotations for students and/or fellows. Schedule and coordinate conferences and Grand Rounds and administer the yearly In-Service Training program.

- Other duties as assigned.

Special Notes:
This is a part time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University has been tobacco free since January 1, 2016. See our policy and learn more at

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 five Health Sciences schools — Dental Medicine, Health Technology and Management, Renaissance School of 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.

Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected 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 online at the University Police website at

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Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Schedule: Part-time
Shift: Day Shift
Posting Start Date: Dec 2, 2019
Posting End Date: Dec 16, 2019, 11:59:00 PM

  • education
  • excel
  • human resources
  • recruitment
  • word