Assistant to Chair, Pathology

 

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:

UUP

Job Summary:

The Department of Pathology at SUNY Downstate Health Sciences University is seeking a full-time Assistant to Chair / Senior Staff Assistant. 

General duties and responsibilities will include, but are not limited to:

Executive Support to the Chair

• Provide comprehensive administrative support to the Department Chair’s daily activities.
• Manage faculty reviews and coordinate appointment and reappointment processes for voluntary faculty and staff.
• Facilitate the promotion process for both paid and unpaid faculty.
• Assist with Medical Board appointments and related documentation.
• This support is essential for departmental leadership and mirrors administrative functions in similar roles across the institution.

Academic Program Support

• Coordinate administrative aspects of medical student teaching, including electives.
• Arrange faculty travel, process reimbursements, and reconcile Travel Card usage.
• Process honoraria payments in accordance with institutional policies.

On-Call Schedule Management

• Prepare and distribute departmental On-Call schedules.
• Manage the AMION scheduling system to ensure accuracy and timely updates.

Quality Assurance (QA) Meeting Coordination

• Organize and support QA meetings, including scheduling, preparing materials, and taking minutes as needed.

Residency Program Administrative Support

• Prepare and log resident conference attendance sheets.
• Collaborate with the Residency Coordinator to initiate block evaluations.
• Assist with preparation of annual GME reports (e.g., ACGME, GME Track).
• Prepare files for incoming residents and On-Call binders.
• Assist residents with Letters of Recommendation (LORs) for fellowship applications.
• Provide support for the residency interview process.

Continuing Medical Education (CME) Program Coordination

• Coordinate Residents' CPCs (Clinicopathological Conferences) and Grand Rounds.
• Manage scheduling, speaker logistics, material preparation, and CME compliance.

Examination Proctoring

• Proctor medical student exams, ensuring adherence to exam protocols and a secure environment.

Office Financial and Resource Management

• Handle the purchasing of office supplies and maintain appropriate stock levels.
• Manage and reconcile the department’s petty cash fund.

General Departmental Support

• Provide administrative assistance to the Department Administrator and faculty as needed.
• Support special projects and departmental initiatives.
• Perform other related duties as assigned.

Required Qualifications:

• Bachelor’s Degree from an accredited institution.
• 5+ years of progressively responsible administrative experience, preferably in an academic, healthcare, or medical education setting.
• Alternatively, an Associate’s Degree with 6+ years of directly relevant, high-level administrative experience may be considered. This ensures the candidate is prepared to manage the complex responsibilities associated with a senior-level position, distinguishing it from entry-level roles.
• Demonstrated proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and database management.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to interact professionally with a diverse group, including faculty, staff, students, and external partners.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Proven ability to work independently with minimal supervision and collaboratively within a team.
• Discretion and sound judgment in handling confidential information, particularly in faculty reviews and promotions.
• Or, a satisfactory equivalent combination of education, ex