Senior Administrative Assistant - Stony Brook Medicine : Job Details

Required Qualifications (as evidenced by an attached resume):Bachelor's Degree (foreign equivalent or higher).Three (3) years of full-time experience working in an education environment. Experience with Microsoft Office Software and Google Docs. Experience with coordinating meetings, and/or managing calendars and taking meeting minutes. Preferred Qualifications:Master's Degree (foreign equivalent or higher).Experience coordinating meetings on virtual platforms (i.e. Zoom). Proofreading and editing experience. Experience in quantitative and qualitative data analysis. Experience with School of Medicine practices, policies, and procedures. Brief Description of Duties:The Senior Administrative Assistant will provide administrative support to the Office of Undergraduate Medical Education (UGME) in the Renaissance School of Medicine. The successful incumbent must be dependable and have excellent interpersonal, communication (both written and verbal), organizational, technical, and time management skills. The ability to research, analyze, and solve problems is essential for the Senior Administrative Assistant.

• Liaison Committee on Medical Education:
  • Provide administrative support to the Vice Dean for UGME and to the accrediting body of the medical school, the Liaison Committee on Medical Education (LCME). This can include event planning for faculty retreats and preparation for LCME accreditation site visits.
  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations, statistical, or monthly reports.
  • Transcribe, prepare and distribute minutes for departmental/committee meetings.
  • Compile data in preparation for reports to various national agencies for medical school accreditation.
  • Track the ongoing review and progress of program evaluation efforts ensuring all accreditation standards are met for LCME.
  • Merge and prepare tables for interim and final reports related to the Data Collection Instrument for LCME.
• Office of Global Medical Education:
  • Provide administrative support to the Director for Global Medical Education.
  • Organize occasional lunch presentations to medical students to gain interest in the program.
  • Schedule rooms monthly for the Global Medical Journal Club.
  • Provide program website updates.
  • Send out award letters for the Research Fellowship or Clinical Awards.
  • Manage applications for incoming international medical students assisting with visa documents if needed; scheduling students for orientation and rotations at clinical sites.
  • Process applications and travel reimbursements for RSOM medical students traveling internationally and provide the necessary support.Carefully track and monitor the reimbursements for our students who have incurred approved travel expenses for the program.
  • Keep track of funding sources for Global Medical Education.
• Provide administrative support to the Director of Evaluation and Assessment:
  • Develop, distribute, collect, and analyze:
  • Surveys related to curricular quality improvement efforts.
  • Course exam scores, final course grades, NBME shelf exam scores, OSCE/CPX scores, USMLE scores.
  • Course/clerkship management-related data, including timeliness of grades, grades across sites, mistreatment concerns, etc.
  • Student satisfaction data, such as the AAMC GQ and end-of-course/clerkship/year evaluations.
  • Annual end-of-phase surveys and focus groups.
  • Conduct qualitative data analysis of student written comments and focus group notes.
• Provide administrative support to the Instructional Design Specialist:
  • Assist with the administrative support for Phase I courses/echo 360 of the medical school including reserving meeting spaces, providing support to the Phase I faculty, and the Introduction to Clinical Medicine course (ICM).
• Provide administrative support to the Office of Undergraduate Medical Education:
  • Assist with scheduling meetings, taking minutes, and disseminating reports.
  • Provide administrative support for Phase I Committee.
  • Provide administrative support for the Phase I Committee by managing calendar invitations in Microsoft Outlook, maintaining current rosters, and extensive communication with committee members. and taking meeting minutes, disseminating information on tasks, and follow up on meetings.
  • Support large medical student events including Commencement, Match Day, Orientations, White Coat Ceremony, etc.
  • Handle student records such as data entry into our medical student curriculum database (Cbase), file confidential student information, and complete other administrative tasks such as compliance, scanning, and verifying student documents and records while complying with FERPA.
  • Respond to questions and inquiries from faculty, staff, and prospective and current students via email and phone; provide reception coverage. Resolve problems or make an appropriate determination for referral.
  • Scribe for Focus Groups, and Serve as a National Board of Medical Examiners (NBME) exam proctor.
• Other duties as assigned.

Special Notes:The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.For this position, we are unable to sponsor candidates for work visas.Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency. Resume/CV and cover letter should be included with the online application.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 (OEA) at (631) ###-#### or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our WHY WORK HERE page to learn about the total rewards we offer.SUNY Research Foundation: A Great Place to Work.The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.