Physician Recruiting Assistant Job at Stony Brook University in Stony Brook

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 (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. Additional Requirements Prior to Start Date 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 . EEO Statement 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. Crime Awareness In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics can be viewed here. WHY WORK HERE Visit our WHY WORK HERE page to learn about the total rewards we offer. About the Hospital 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 $xx. 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. 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. Job Information Job Number: 2504809 Official Job Title: TH Instructional Support Assistant Job Field: Human Resources Schedule: Full‑time Shift: Day Shift (8:30 a.m.–5 p.m.) Pass Days: Thu Posting Start Date: Jan 2 2026 Posting End Date: Ongoing Salary Grade: SL1 #J-18808-Ljbffr