Administrative Support Assistant (temporary) - Employee Health & Wellness

Position Summary 

At Stony Brook Medicine, the Administrative Support Assistant with Employee Health & Wellness is a valuable member of our Human Resources team. The position provides front-desk, customer focused administrative support for the Employee Health & Wellness Department.  

Qualified candidates will demonstrate superior communication and organization skills while adhering to our high standard of excellence.  The qualified candidate functions as a resource to employees, office staff, and the Director of Employee Health and Wellness.

 Duties of this Administrative Support Assistant include but are not limited to the following: 

• Significant interaction and coordination with Hospital Human Resources related to new employee pre-employment physicals, employee annual assessments and related issues.
• Assist with the preparation, distribution and follow-up on employees that are not compliant with the annual physical assessment.
• Assists the director with effective and efficient office flow and operations, working with office staff to keep on schedule to meet the high-volume demands of the office.
• Ensure timely and accurate data entry, review and audit.
• Greet employees, answer questions, and provide information regarding protocol and policies of the office.  
• Responsible for scheduling annual and pre-employment appointments for employees.  Arrive and discharge employees in the office as well as in Cerner and IDX.
• Work with admitting to ensure effective interactions and to minimize errors.
• Manage the day to day preparation of employee paperwork for MDs/Pas/RNs in the department; creating, pulling and filing charts and copying records (hardcopy and electronic).
• Manage supplies, order supplies and re-stock forms for charting and operation of EH&W Department using hospital systems.
• Actively participate in department activities, events, meetings and huddles.

The selected candidate will be offered a temporary appointment. Temporary appointments ordinarily shall be given only when an employee’s initial appointment in the University is made to a position vacated by a professional employee who is serving a probationary appointment pursuant to Title C, section 5, or Title D, section §6 of the SUNY Policies of the Board of Trustees. A temporary appointment is also appropriate whenever a position has been vacated by an employee on approved leave. A temporary appointment is one that may be terminated at any time. 

Qualifications: 

Required Qualifications: Associate's degree and a minimum of 2 years of experience in an outpatient office (physician office, clinic) with high volume face to face patient/customer interaction. Experience with Electronic Medical Records. Proficient in Microsoft Office Suite. Must have excellent customer service, communication and interpersonal skills.  Must be highly organized and able to multitask.

Preferred Qualifications:  Experience using Cerner, IDX, PeopleSoft. Prior experience with a physician office scheduling system. Experience working directly with Human Resource Services. Experience in an Employee Health/Occupational Medicine type clinic. 

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,