Administrative Coordinator - Graduate Medical Education
Duties of an Administrative Coordinator in Graduate Medical Education may include but are not limited to:
Provides administrative support to GME department including ADIO and all staff
Manages ADIO and GME departmental calendars
Schedule and provide support for all meetings for which GME is responsible which includes agendas, venue, AV equipment, informational items, confirming quorum, etc.
Records, distributes, and maintains minutes of meetings and other information such as moonlighting approvals
Travel arrangements when necessary for conferences.
Facilitate approval of uber/lyft reimbursement for residents and fellows
Answer GME main phone line and assist with C suite entry doorbell
Manage GME mailbox
Manage payment processing, completion, and tracking of training verifications.
Manage all GME events which includes securing venue, creating invitations, gathering necessary supplies and ordering food.
Entering payment requests with purchasing and tracking status within GME.
Back up for other GME office staff
Other duties as assigned
The selected candidate will be offered a temporary appointment. Temporary appointments ordinarily shall be given only when an employee's initial appointment in the University is made to a position vacated by a professional employee who is serving a probationary appointment pursuant to Title C, section 5, or Title D, section §6 of the SUNY Policies of the Board of Trustees. A temporary appointment is also appropriate whenever a position has been vacated by an employee on approved leave. A temporary appointment is one that may be terminated at any time.
Qualifications
Required Qualifications: Associate's degree and at least 2 years related administrative experience. Proficiency in Microsoft Office applications. Excellent organizational, customer service, and interpersonal skills. Excellent verbal and written communication skills. Ability to maintain strict confidentiality.
Preferred Qualifications: Bachelor's Degree. GME Experience. Knowledge of SUNY policies. Knowledge of National Residency Match Program (NRMP). Knowledge of Accreditation Council for Graduate Medical Education (ACGME) evolving requirements. Knowledge of New Innovations. Knowledge of PeopleSoft. Experience working in a University/College setting. Experience working with Lawson.
Special Notes :Resume/CV should be included with the online application.
In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer's protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer's protocol, whichever comes later.
The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.
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
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Complete electronic reference check with a minimum of three (3) professional references.
Successfully complete a 4 panel drug screen
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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 $53,060 - $68,979 / 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: 2600991
Official Job Title: : TH Staff Assistant II
Job Field : Administrative & Professional (non-Clinical)
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : Graduate Medical Education
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 AM - 5:00 PM Pass Days: : Sat, Sun
Posting Start Date : Apr 6, 2026
Posting End Date : Jul 5, 2026, 11:59:00 PM
Salary: : $57,060 - $72,979 / Total
Salary Grade: : SL1
SBU Area: : Stony Brook University Hospital
Req ID: 2600991
