Stony Brook Medicine
Physician Recruiting Assistant
Stony Brook Medicine, Stony Brook, New York, United States, 11790
Position Summary
The Physician Recruitment Assistant provides comprehensive administrative and operational support to the Physician Recruiting team. This role ensures a smooth and professional candidate experience by coordinating interviews, preparing materials, maintaining documentation, and facilitating timely communication with interview panels and internal partners. The Assistant also assists with budgeting, vendor management, and supports recruitment events and job fairs.
Key Responsibilities Interview Coordination
Schedule interviews with candidates, physician interview panel members, and other key stakeholders.
Prepare and distribute interview itineraries, candidate packets, and required materials.
Compile interview feedback forms, calculate interview scores, and share overall averages with the interview panels.
Maintain accurate interview calendars, updates, and confirmations.
Recruitment Support
Assist with the creation of professional communication packets, presentations, and information sheets for job fairs and recruitment events.
Support onsite and virtual job fairs, including preparation, logistics, and follow-up.
Manage the preparation and submission of mid-search review data required by the Office of Equity and Access (OEA).
Maintain candidate records, job files, and search-related documentation in accordance with organizational and regulatory requirements.
Administrative & Office Support
Answer phones, triage calls, take accurate messages, and provide timely follow-up.
Schedule meetings and support calendar management for the Physician Recruiting team.
Track recruitment-related expenses, assist with budgeting activities, and process invoices or reimbursement requests.
Order office supplies and maintain inventory for the recruitment team.
Prepare correspondence, forms, and routine communications on behalf of the team.
Assist with new vendor setup, contract routing, and coordination with HR, Finance, and other departments as needed.
Data & Reporting
Maintain accurate databases, spreadsheets, and tracking tools for candidate status, interview outcomes, open searches, and expenses.
Generate reports and dashboards as needed for leadership, Finance, OEA, and internal HR partners.
Support continuous improvement efforts by identifying process efficiencies and recommending enhancements to workflows.
Required Qualifications
High school diploma or equivalent.
Three or more years of administrative support experience, including managing complex calendars, coordinating meetings and interviews, preparing and compiling professional documents and packets, maintaining organized filing systems, and creating or updating spreadsheets, trackers, and other data tools.
Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
Excellent verbal and written communication skills, with strong customer service and professionalism.
High attention to detail and accuracy, especially with scheduling, data, and documentation.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with applicant tracking systems.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong interpersonal skills and ability to communicate effectively with physicians, leaders, candidates, and staff.
Preferred Qualifications
Associates or Bachelor’s Degree
Experience in physician or provider recruitment, talent acquisition, medical staff services, or healthcare HR.
Familiarity with budget tracking, invoice processing, or basic finance workflows.
Experience with event coordination or job fairs.
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 that for full consideration, applications must be received before the initial review date (within two weeks of the posting date). If no candidate is selected during the initial review, additional applications will be considered; however, the posting will close once a finalist is identified, and minimally two weeks after the initial posting date. If no candidate is hired within 90 days of the initial posting, the posting will close for review and may be reposted later.
Pre‑Employment 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.
Equal Employment Opportunity 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.
Official Job Title Instructional Support Assistant
Job Field Human Resources
Primary Location US-NY-Stony Brook
Department/Hiring Area TA / Physician Recruiting
Schedule Full-time
Posting Start Date Jan 2, 2026
Posting End Date Ongoing
Salary Grade SL1
SBU Area Stony Brook University Hospital
Salary $45,372 - $53,060 + $4,000
#J-18808-Ljbffr
Key Responsibilities Interview Coordination
Schedule interviews with candidates, physician interview panel members, and other key stakeholders.
Prepare and distribute interview itineraries, candidate packets, and required materials.
Compile interview feedback forms, calculate interview scores, and share overall averages with the interview panels.
Maintain accurate interview calendars, updates, and confirmations.
Recruitment Support
Assist with the creation of professional communication packets, presentations, and information sheets for job fairs and recruitment events.
Support onsite and virtual job fairs, including preparation, logistics, and follow-up.
Manage the preparation and submission of mid-search review data required by the Office of Equity and Access (OEA).
Maintain candidate records, job files, and search-related documentation in accordance with organizational and regulatory requirements.
Administrative & Office Support
Answer phones, triage calls, take accurate messages, and provide timely follow-up.
Schedule meetings and support calendar management for the Physician Recruiting team.
Track recruitment-related expenses, assist with budgeting activities, and process invoices or reimbursement requests.
Order office supplies and maintain inventory for the recruitment team.
Prepare correspondence, forms, and routine communications on behalf of the team.
Assist with new vendor setup, contract routing, and coordination with HR, Finance, and other departments as needed.
Data & Reporting
Maintain accurate databases, spreadsheets, and tracking tools for candidate status, interview outcomes, open searches, and expenses.
Generate reports and dashboards as needed for leadership, Finance, OEA, and internal HR partners.
Support continuous improvement efforts by identifying process efficiencies and recommending enhancements to workflows.
Required Qualifications
High school diploma or equivalent.
Three or more years of administrative support experience, including managing complex calendars, coordinating meetings and interviews, preparing and compiling professional documents and packets, maintaining organized filing systems, and creating or updating spreadsheets, trackers, and other data tools.
Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
Excellent verbal and written communication skills, with strong customer service and professionalism.
High attention to detail and accuracy, especially with scheduling, data, and documentation.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with applicant tracking systems.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong interpersonal skills and ability to communicate effectively with physicians, leaders, candidates, and staff.
Preferred Qualifications
Associates or Bachelor’s Degree
Experience in physician or provider recruitment, talent acquisition, medical staff services, or healthcare HR.
Familiarity with budget tracking, invoice processing, or basic finance workflows.
Experience with event coordination or job fairs.
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 that for full consideration, applications must be received before the initial review date (within two weeks of the posting date). If no candidate is selected during the initial review, additional applications will be considered; however, the posting will close once a finalist is identified, and minimally two weeks after the initial posting date. If no candidate is hired within 90 days of the initial posting, the posting will close for review and may be reposted later.
Pre‑Employment 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.
Equal Employment Opportunity 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.
Official Job Title Instructional Support Assistant
Job Field Human Resources
Primary Location US-NY-Stony Brook
Department/Hiring Area TA / Physician Recruiting
Schedule Full-time
Posting Start Date Jan 2, 2026
Posting End Date Ongoing
Salary Grade SL1
SBU Area Stony Brook University Hospital
Salary $45,372 - $53,060 + $4,000
#J-18808-Ljbffr