Administrative Coordinator
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Experience using Microsoft Office Suite (Outlook, Word, Excel, Power Point). Experience managing Outlook calendar.
Preferred Qualifications:
Master's degree (foreign equivalent or higher). Three (3) years of full-time administrative experience. Experience within a higher education and/or an academic medical setting. Supervisory experience. Database management experience which may include CBase, EPortfolio, WolfMart, Concur, 25Live, OneNote, etc. Accounting and/or budget management experience.
Brief Description of Duties:
The department of Family, Population and Preventive Medicine is committed to caring for all members of the family on a continuing basis and utilizes a team-based, patient-centered medical home model. Services include occupational and environmental medicine which focuses on workers engaged in high-risk occupations and those populations living in close proximity to environmentally hazardous areas. Lifestyle & Integrative Medicine Program providing integrative medicine consultations leading to a comprehensive plan of care that primarily relies on lifestyle changes: nutrition, better sleep, exercise, letting go of harmful addictive needs and stress reduction. Travel Medicine and Adult Vaccination Service providing destination, itinerary, and medical risk assessment along with preventive medications and vaccines. Nutrition Services include the WIC program, individual nutritional counseling and a group Target Fitness & Weight Management Program. This position will support the vision of FPPM through administrative support to the department and clinical practice office. The successful incumbent will be responsible for providing administrative, educational, financial, and procedural support. Key soft skills include communication, teamwork, problem-solving, adaptability, leadership, and time management with the ability to multitask and effectively prioritize tasks.
Administrative Support & Oversight:
? Oversees and coordinates administrative and support functions essential to the daily operations of the department and clinical practice office.
? Provides comprehensive operational support for the department.
? Maintains and updates the department website.
? Manages maintenance, repair, and IT requests, ensuring timely follow-ups.
? Leads department-wide efforts to digitize and scan all paper files.
? Handles all aspects of processing departmental Appointments, Promotions, and Tenure (APT) packets, including onboarding new faculty and voluntary faculty members.
? Collaborates with the department administrator on personnel matters.
? Manages supply orders for faculty and staff, maintains department inventory, and oversees conference room scheduling and availability.
Department Education Coordination:
? Works directly with the department chair to support her educational roles in the medical school and residency program, overseeing activities for 130 students and 8 residents.
? Provides comprehensive program support for the department chair's scholarly activities.
? Manages the compilation and coordination of final grades for medical students in a yearlong course with multiple components, including narrative evaluations from clinical sites, multiple-choice exams, and small group participation grades.
? Oversees the review and coordination of teaching assistant applications, researches materials, and prepares faculty meetings and small group activity materials.
? Coordinates faculty meetings, OSCE schedules, teaching assistant meetings, and student small group sessions.
? Prepares course agendas and semester overviews, manages related correspondence, and arranges off-site clinical site visits.
? Organizes all teaching meetings and maintains accurate student assignments, deadlines, grades, and course-related updates using CBase and EPortfolio.
Budgeting:
? Manages the department's purchasing and financial operations, ensuring accuracy and efficiency in all transactions.
? Oversees the preparation, processing, and tracking of requisitions while maintaining department inventory.
? Prepares and processes personnel forms, monitors expenditures, analyzes and reconciles accounts, and generates monthly financial reports.
? Assists in overseeing departmental IFR accounts, projecting expenditures, and supporting revenue forecasting.
? Collaborates with the department administrator to ensure revenue goals are met and reconciles monthly cash reports.
? Maintains accurate financial records for budget preparation, programmatic reporting, and financial analysis, ensuring data is readily available.
Policy & Procedure:
? Develops policies as needed to support clinical administration and office operations.
? Implements administrative procedures to optimize the efficiency and effectiveness of department and clinic functions.
? Communicates and collaborates with internal and external stakeholders to ensure alignment with departmental and campus policies and procedures.
? 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 Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
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.
For this position, we are unable to sponsor candidates for work visas.
On rare occasions, evening and/or weekend work may be required at times.
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) 632-6280 or visit OEA (https://www.stonybrook.edu/commcms/oea/) .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
Visit ourWHY WORK HERE page to learn about the total rewards we offer.
SUNY Research Foundation: A Great Place to Work. (https://www.rfsuny.org/media/rfsuny/documents/hr/RFRecruitmentFlyer.pdf)
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.
LI-JP1
Job Number: 2502711
Official Job Title: : Project Staff Assistant
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : FPPM/Preventive Medicine
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 AM - 5:00 PM :
Posting Start Date : Aug 6, 2025
Posting End Date : Aug 20, 2025, 10:59:00 PM
Salary: : $71,000 - $75,000
Appointment Type: : Regular
Salary Grade: : E99
SBU Area: : The Research Foundation for The State University of New York at Stony Brook
Req ID: 2502711
