SUNY Downstate Health Sciences University
Executive Assistant to Chairman
SUNY Downstate Health Sciences University, New York, New York, us, 10261
Overview
Executive Assistant to Chairman role at SUNY Downstate Health Sciences University. The Department of Orthopaedic Surgery & Rehabilitation Medicine is seeking a full-time Senior Staff Assistant / Executive Assistant to support the Chairman and related executive activities. Responsibilities
Report directly to the Department Chairman and Executive Administrator. Serve SUNY Downstate Health Sciences University, Downstate hospital system, and University Physicians of Brooklyn (UPB) medical group. Proactively organize and manage the dynamic office environment of the Chairman’s Office; maintain discretion and confidentiality. Support the department's professional reputation and operational efficiency; coordinate information flow between the Chairman’s office, department heads, and executive leaders. Manage complex calendar coordination, prioritize meetings, resolve scheduling conflicts, and ensure the Chairman is prepared for engagements. Answer calls and take messages for the Chairman, prioritizing and escalating as needed. Coordinate the Chairman’s schedule and others in the department via multiple platforms and communication channels to facilitate efficient operations. Coordinate activities related to recruitment of physician faculty, fellows, and residents. Oversee and maintain electronic databases (e.g., ACGME, NRMP, ERAS, New Innovations, and other GME databases) as needed. Coordinate and facilitate ACGME site visit preparation activities. Assist in all aspects of the department’s Continual Medical Education (CME) activities and Grand Rounds. Coordinate time and attendance procedures; maintain internal systems for tracking departmental projects, deadlines, and communications. Create reports and communications as directed by the Chairman and Executive Administrator; design systems for timely distribution of reports and written communications. Schedule and coordinate meetings, including space and channel planning, food ordering, reminders, agenda planning, note taking, and follow-up implementation. Perform other work as assigned and model the WE CARE values of the institution. Required Qualifications
Bachelor’s Degree from an accredited institution. 3 to 5 years of experience providing senior-level administrative support in a complex, fast-paced environment. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Exceptional verbal, written, and interpersonal communication skills. Ability to handle multiple priorities under pressure with professionalism and sound judgment. Experience in complex calendar management, travel coordination, and meeting logistics. High level of confidentiality and discretion. Or acceptable satisfactory equivalency of experience, education and training to the above. Preferred Qualifications
Experience supporting executive leadership in academic medicine, healthcare, or higher education. Familiarity with EHR systems and academic/clinical terminology. Working knowledge of medical board credentialing, licensing, or regulatory compliance processes. Strong problem-solving skills, with the ability to anticipate needs and adapt to evolving priorities. Work Schedule
Monday to Friday; 8:00am to 4:00pm (Full-Time) Salary and Benefits
Salary Grade/Rank: SL-3 Salary Range: Commensurate with experience and qualifications Equal Employment Opportunity
SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws. Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply. If you need a reasonable accommodation for any part of the application process or to perform the essential functions of a position, contact Human Resources at ada@downstate.edu.
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Executive Assistant to Chairman role at SUNY Downstate Health Sciences University. The Department of Orthopaedic Surgery & Rehabilitation Medicine is seeking a full-time Senior Staff Assistant / Executive Assistant to support the Chairman and related executive activities. Responsibilities
Report directly to the Department Chairman and Executive Administrator. Serve SUNY Downstate Health Sciences University, Downstate hospital system, and University Physicians of Brooklyn (UPB) medical group. Proactively organize and manage the dynamic office environment of the Chairman’s Office; maintain discretion and confidentiality. Support the department's professional reputation and operational efficiency; coordinate information flow between the Chairman’s office, department heads, and executive leaders. Manage complex calendar coordination, prioritize meetings, resolve scheduling conflicts, and ensure the Chairman is prepared for engagements. Answer calls and take messages for the Chairman, prioritizing and escalating as needed. Coordinate the Chairman’s schedule and others in the department via multiple platforms and communication channels to facilitate efficient operations. Coordinate activities related to recruitment of physician faculty, fellows, and residents. Oversee and maintain electronic databases (e.g., ACGME, NRMP, ERAS, New Innovations, and other GME databases) as needed. Coordinate and facilitate ACGME site visit preparation activities. Assist in all aspects of the department’s Continual Medical Education (CME) activities and Grand Rounds. Coordinate time and attendance procedures; maintain internal systems for tracking departmental projects, deadlines, and communications. Create reports and communications as directed by the Chairman and Executive Administrator; design systems for timely distribution of reports and written communications. Schedule and coordinate meetings, including space and channel planning, food ordering, reminders, agenda planning, note taking, and follow-up implementation. Perform other work as assigned and model the WE CARE values of the institution. Required Qualifications
Bachelor’s Degree from an accredited institution. 3 to 5 years of experience providing senior-level administrative support in a complex, fast-paced environment. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Exceptional verbal, written, and interpersonal communication skills. Ability to handle multiple priorities under pressure with professionalism and sound judgment. Experience in complex calendar management, travel coordination, and meeting logistics. High level of confidentiality and discretion. Or acceptable satisfactory equivalency of experience, education and training to the above. Preferred Qualifications
Experience supporting executive leadership in academic medicine, healthcare, or higher education. Familiarity with EHR systems and academic/clinical terminology. Working knowledge of medical board credentialing, licensing, or regulatory compliance processes. Strong problem-solving skills, with the ability to anticipate needs and adapt to evolving priorities. Work Schedule
Monday to Friday; 8:00am to 4:00pm (Full-Time) Salary and Benefits
Salary Grade/Rank: SL-3 Salary Range: Commensurate with experience and qualifications Equal Employment Opportunity
SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws. Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply. If you need a reasonable accommodation for any part of the application process or to perform the essential functions of a position, contact Human Resources at ada@downstate.edu.
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