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SUNY Downstate Health Sciences University · 1 day ago

Senior Staff Assistant

Brooklyn, NY

Full-time

Onsite

Senior Level, Lead/Staff

5+ years exp

SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. The Department of Medicine is seeking a full-time Senior Staff Assistant to assist the Department Chair in day-to-day operations, coordinate administrative tasks, and manage departmental budgets and schedules.

Health CareHospital

H1B Sponsor Likely

Responsibilities

Assist the Department Chair as needed, in the day to day operations

Coordinate all administrative aspects of the monthly department meetings

Coordinate CME lectures for Grand Round Series, and updates and maintains budgets, academic and travel calendars and travel vouchers for the department

Draft correspondence and CAPQ (Committee on Appointments, Promotions and Tenure) recommendation letters on behalf of the Chairman

Coordinate administrative support to Department Chair, including: correspondence, mailings, calendars, appointments, scheduling meetings, typing dictations, letters, memos, manuscripts, policy and procedure manuals, agendas, QI peer review cases and the minutes for department meetings

Direct daily operations of the office with regards to phones, scheduling of meetings and conferences, mail sorting, copying, filing, ordering of supplies

Assist with grant applications for research funding as requested

Be responsible for creating and managing slides, and slide presentations and posters for national meetings

Assist with preparation for manuscripts for publications

Assist the Department Chair with the following: coordination of meetings (i.e. clinical business meetings, teaching rounds, etc.); record and distribute minutes; prior to scheduled meetings, collect and disburse all data and information to appropriate individuals

Perform general office duties (i.e. taking messages, pull literature copy, distribute filing, schedule daily appointments and schedule medical consultations

Schedule, confirm and prepare reports for meetings with faculty, staff, residents/students, interdepartmental personnel and outside agencies, and prepare correspondence as needed

Create, coordinate and distribute all coverage schedules and assignments to all involved parties monthly. This involves contacting participating individuals for their schedules a month or two in advance; arranging coverage for staff out sick, creating and disbursing the schedule

Demonstrate responsibility for all administrative matters for the department head in their absence, or as delegated; develop, prepare and monitor departmental or research budgets; monitor expenditures and supervise the maintenance of financial accounts and records; perform general ledger activities and financial reporting; prepare monthly and year-end journal entries

Interview, hire, train and make recommendations concerning the evaluation, promotion. and termination of support staff

Assist with recruitment of new faculty members, staff and fellows

Conduct planning, assigning, reviewing and supervising the work of subordinates and support staff; review and approve appointment recommendations

Purchase requisitions and personnel transactions before final consideration by department head, dean, etc.; monitor affirmative action initiatives and compliance

Draft correspondence for department head's signature

Oversee coordination of private philanthropy activity and special event programming; provide first line liaison between the department and various groups and/or public

Qualification

5+ years administrative experienceBachelor's DegreeMicrosoft Office SuiteSupervisory experience

Required

Bachelor's Degree

5+ years of administrative work experience

Proficiency with Microsoft Office Suite

Or, a satisfactory equivalent combination of experience, education or training to the above

Preferred

Supervisory work experience in an administrative role

Company

SUNY Downstate Health Sciences University

Glassdoor3.5

Downstate Health Sciences University is one of the leading urban medical center.

Founded in 1860

Brooklyn, New York, USA

5001-10000 employees

https://www.downstate.edu

H1B Sponsorship

SUNY Downstate Health Sciences University has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (16)

2024 (10)

2023 (10)

2022 (7)

2021 (18)