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Administrative Support Assistant - Employee Health & Wellness

Position Summary

At Stony Brook Medicine, this **Administrative Support Assistant** 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 an Administrative Support Assistant in the Employee Health & Wellness 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.

Qualifications:

**Required Qualifications:** Associate's degree and at least 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, 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.

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+ 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** .

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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.

_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.

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 salary range (or hiring range) for this position is $45,372 - $58,366 / year.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

+ Location pay for UUP, CSEA & PEF full-time positions ($4000)

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

**Job Number:** 2504195

**Official Job Title:** : TH Staff Assistant II

**Job Field** : Administrative & Professional (non-Clinical)

**Primary Location** : US-NY-Stony Brook

**Department/Hiring Area:** : HR - Employee Health & Wellness

**Schedule** : Full-time

**Shift** : Day Shift **Shift Hours:** : 8:00 AM - 4:30 PM **Pass Days:** : Sat, Sun

**Posting Start Date** : Oct 31, 2025

**Posting End Date** : Jan 29, 2026, 11:59:00 PM

**Salary:** : $49,372 - $62,366 / Total

**Salary Grade:** : SL1

**SBU Area:** : Stony Brook University Hospital

**Req ID:** 2504195