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Stony Brook Medicine · 22 hours ago

Program Coordinator

US-NY-Stony Brook

Full-time

Onsite

Entry Level

2+ years exp

Stony Brook Medicine is seeking a Program Coordinator to provide crucial administrative support to the Director and research teams. The role involves managing schedules, coordinating communications, and ensuring smooth operations for research initiatives focused on health equity.

Association

No H1B

Responsibilities

Assist the Director with scheduling meetings, managing calendars, and coordinating appointments

Will operate as the initial point of contact for inquiries directed to the Director or others within the department

Will manage the department's incoming and outgoing communications including voicemails, emails, and departmental mailboxes

Ensuring prompt and accurate responses to messages

Prepare and distribute correspondence, reports, and other documents as needed

Maintain and organize electronic and physical files related to research projects, grants, and publications

Coordinate logistics for research meetings, conferences, and events, including booking venues, arranging catering, and managing registrations

Serve as point of contact for internal and external stakeholders, responding to inquiries and directing communications as needed

Liaison between the Director/Department Chair and the professional staff of the institution with respect to administrative matters

Works in collaboration with the Director, Health Equity and Climate Medicine Research to oversee the planning and execution of key programmatic events, meetings, and various initiatives, ensuring seamless operations

Assists with planning, scheduling and assigning work to support staff

Supports the preparation and submission of grant applications

Will support budget tracking, procurement paperwork, invoices, and other various data entry, data management, and tracking of research outcomes and metrics

Gather research and statistical data as required

Maintains an inventory of office supplies and orders as necessary

Assists with tracking invoices and communicates with external clients as necessary

Processes invoices and coordinates travel arrangements for all team members as required

Performs routine monthly reconciliation and analysis for internal and external purposes

Other duties or projects as assigned as appropriate to rank and departmental mission

Qualification

Administrative experienceMicrosoft Office SuiteData managementEvent coordinationCommunication skillsOrganizational skillsTime management

Required

Bachelor's degree (foreign equivalent or higher)

In lieu of a Bachelor's degree, an Associate's degree (foreign equivalent or higher) and two (2) years of full-time administrative experience may be considered

Two (2) years of full-time administrative experience

Experience scheduling meetings, managing calendars, and coordinating appointments

Experience with data and spreadsheet management

Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel)

Preferred

Administrative support experience in a healthcare or research setting

Knowledge of research terminology and processes

Event coordination experience

Travel coordination experience

Budget experience

Benefits

$4000 UUP annual location pay, paid biweekly

Company

Stony Brook Medicine

Glassdoor3.6

Stony Brook Medicine expresses our shared mission of research, clinical care and education – a mission embraced by our faculty, staff, researchers, and students.

Founded in 1957

Stony Brook, New York, USA

5001-10000 employees