Position Summary The Executive Assistant provides administrative and project management support to the Chief Information Officer for Stony Brook Medicine. Incumbent is responsible for maintaining the Chief Information Officer's calendar and making travel arrangements and coordinating meetings and conferences. The incumbent will assist in the development of presentation materials and any major project related tasks. The incumbent will be the IT knowledge expert to direct the organization to appropriate person/area. Duties of an Executive Assistant to the Chief Information Officer may include the following but are not limited to: Receives and screens incoming telephone calls, mail, and visitors; researching and responding to various inquires while directing other inquiries as necessary to responsible areas. Responsible for the preparation and/or coordination of official correspondence and formal presentations by the Chief Information Officer that are accurate, complete and meet quality standards for appearance and presentation. Generates scheduling, correspondence, location reservation and meeting minutes for IT meetings as required. Responsible for the follow up on all action items. Compiles status reports of projects and enters information and issues in a database for tracking and generates reports as requested. Coordinate the development and document retention of education and communications Responsible for the Chief Information Officer's calendar by setting priorities for activities and appointments and keeping abreast of activities throughout SBUH, HSC, the Campus, the Community, and elsewhere that may require the Chief Information Officer's attention. Coordinates personnel actions for the Chief Information Officer. This includes recruitment, appointments, interactions with outside agencies in the search process, performance programs, evaluations, and interaction with search committees. Maintains confidential files. Ensures compliance with applicable laws and regulatory requirements by keeping abreast of regulatory issues. Drafts responses for the Chief Information Officer for regulatory agencies in a timely manner. Recommends policy and procedure revisions based on regulatory changes. The incumbent will be responsible for reviewing, coordinating, and encumbering funds for the division. Prepare, monitor, coordinate and expedite purchase requisitions and services for the Chief Information Officer, review invoices for accuracy prior to payment, perform data entry necessary to input expense information into spreadsheet format for the maintenance of records and preparation of reports as needed. Prepares and coordinates all travel arrangements, follow-up and reimbursement for the Chief Information Officer for local and national conferences and speaking engagements. Other duties and responsibilities as assigned. The incumbent will be responsible for leading special projects at the request of the Chief Information Officer. Qualifications Required: Bachelor's degree required. At least 3 years of experience in a senior level administrative assistant position is required. Proficiency in Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook) required. Incumbent must have excellent interpersonal skills and the ability to function as a team member; also have the ability to maintain a professional demeanor at all times. Must be able to work autonomously and make clear concise decisions in highly confidential matters. Excellent verbal and writing skills with the ability to multitask to adequately represent the Chief Information Officer. Preferred: Experience working in IT department or as an assistant to Chief Information Officer. ACCESS database and other health care related electronic systems (e.g., electronic medical records – Cerner, Siemens) preferred. Healthcare/hospital experience preferred. Special Notes: Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including park
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.