DUTIES:The Administrative Assistant will serve as primary assistant to both the Senior Associate Vice President for Ambulatory Services/Business Development and the Assistant Vice President for Patient Experience. The responsibilities to these two Executives include but not limited to the following:Perform a wide variety of administrative duties to support the work of the two executives, including: coordinating, planning and maintaining the daily operations and events for the respective offices; Maintain calendars for the respective executives, arrange for meeting set-up and refreshments; screen request for meetings; coordinate, arrange and confirm meetings; receive and screen visitors and calls; provide information and handle issues that may require sensitivity and use of sound independent judgment; prepare the complex daily schedule of meetings while attentive to appropriate space intervals with an ability to prioritize appropriately; arrange travel accommodations; coordinate complex meetings and events and implement decisions regarding events; manage special projects as assigned; handle incoming correspondence and if necessary disseminates to the correct individual or department; coordinate and facilitates the flow of information between the executives and their direct reports and other campus offices, health care organizations, government agenices and the community; establish a system for incoming and outgoing mail/email distribution and tracking; refine and maintain a computerized system for record storage and retrieval; maintain confidentiality of communications, correspondence, files and records in the office; prepare drafts and edit correspondence; assist with preparation of powerpoint, visio and excel presentations; work cooperatively with others to assure timely completion of reports, presentations and meeting agenda and minutes; accept calls for the two executives in a prompt, courteous manner and prioritize calls for immediate attention. Assist other executive administrative staff as needed or assigned by the Chief of Staff for UHB.(DUTIES AND RESPONSIBILITIES ARE NOT LIMITED TO THE ABOVE POSITION DESCRIPTION)QUALIFICATIONS:REQUIRED: 3 to 5 years of administraive experience working in an executive office. Excellent interpersonal, communicative and organizational skills. Must be proficient in Microsoft Office Suite including Visio/Publisher, Powerpoint and Excel. Knowledgable of Lotus Notes/Outlook. Must be able to handle confidential information with discertion. Work well under pressure. Professional attire/office demeanor is a must.PREFERRED: Bachelor's degreeAdditional Info: * Represents Location Pay for full-time appointees. Hours of work: 8:00 AM - 4:00 PM; Days of week: Monday - Friday; Hours per week: 37.5Closing Date: Open Until FilledSTATE UNIVERSITY OF NEW YORK IS AN EQUAL OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
SUNY Downstate's College of Medicine, Health Related Professions, Nursing and its School of Graduate Studies offer students a broad professional education that will prepare them for practice or careers in any location and community. This education provides exceptional opportunities for those students with a commitment to promoting health in urban communities and addressing the complex challenges o...f investigating and preventing diseases that confront clinicians, educators, and researchers in such an environment. This special aspect of Downstate's unique mission is reflected in the students it attracts and selects, the vast majority of whom are drawn from the New York City Metropolitan area. Many of these students are members of minority and cultural groups underrepresented in the health professions, and/or come from families of first-generation immigrants or from economically disadvantaged backgrounds.