Executive Assistant To The Chief Information Officer

Position Summary

The Executive Assistant provides administrative and project management support to Stony Brook Medicine's Chief Information Officer inclusive of the Office of Information Technology for Stonybrook University Hospital and its campuses and offsite locations, including Clinical Practice Management Plan, Stony Brook Community Medicine, and Meeting House Lane.

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 assist in the development of the annual budget and monitoring of employee performance programs and evaluations, and learning management. The incumbent will enter inquiries and communications received in the appropriate database/electronic storage and run reports for the IT Governance and board meetings as needed.

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 Information Technology meetings as required. Responsible for the follow up on all action items. Compiles status reports of projects and issues directed by the Chief Information Officer in a database or shared drive for tracking and generates reports as requested. Coordinate the development and document retention of compliance education and communications.

• Maintains Applications Inventory Database

• Prepares and updates Service Portfolio

• Maintains departmental On-Call schedule

• Maintains "Contacts" of business associates, partners, and vendors.

• Responsible for the Chief Information Officer's calendar by setting priorities for activities and appointments and keeping abreast of activities throughout Stony Brook Medicine Information Technology and elsewhere that may require the Chief Information Officer's attention.

• Coordinates personnel actions for the Chief Information Officer. This includes recruitment, appointments, performance programs, evaluations, and interaction with talent acquisition. Manager personnel functions of CIO direct reports such as time reporting, travel approvals, health/vaccine status, and reviewing stipend allocations.

• Handles and maintains confidential files in an electronic filing system for easy retrieval of documents and issues related to the hospital, practice plan, health sciences schools and privacy.

• 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.

• Compiles budget data and manages the budget for the Chief Information Officer. 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.

• Coordinates requests for information and/or requests for proposal meetings as directed.

• Other duties and responsibilities as assigned.

The selected candidate will work mainly at University Hospital in Stony Brook but may travel to our Lake Grove office at times.

Qualifications

Required Qualifications:

• Bachelor's degree

• At least 5 years of Administrative Assistant Experience with at least 3 years of which must be supporting a Director level position or above

• Proficiency in all Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook)

• Possess basic audio-visual experience for presentations and virtual meetings (needed to lead/facilitate quarterly departmental and org-wide events (SBM Town Hall, SBMIT All Hands meetings, etc)

• Experience with project management

• Strong organizational skills and time management skills

• Exceptional communication skills both written and oral

• Must possess a high level of professionalism and courtesy and must be able to work collaboratively with team members at all levels of the organization

• Sound decision making skills and professional judgement

• Track record of and commitment to ensuring the highest level of confidentiality

Preferred Qualifications:

• Master's degree

• Standard database entry and generating reports; knowledge of other health care related electronic systems (e.g., electronic medical records - Cerner, Siemens)

• Experience in a Healthcare Setting

• Experience and/or work knowledge of project management methodologies such as issue management, risk management, timeline development/tracking)

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, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.

• All Hospital positions maybe subject to changes in pass days and shifts as necessary.

• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.

• This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to start date, the selected candidate must meet the following requirements:

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*

• Complete electronic reference check with a minimum of three (3) professional references.

• Successfully complete a 4 panel drug screen*

• Meet Regulatory Requirements for pre employment screenings.

• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

• The hiring department will be responsible for any fee incurred for examination.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.

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Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $74,224 - $81,286 / year.

The above salary range (or hiring range) represents SBUH's good faith and reasonable estimate of the range of possible compensation at the time of posting.

In addition, all UUP positions have an additional $3,087 for location,

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and state pension that add to your bottom line.

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