The Executive Assistant provides administrative and project
management support to Stony Brook Medicine's Chief Compliance
Officer inclusive of the Office of Compliance and Audit Services
for Stonybrook University Hospital and its campuses and offsite
locations, the Clinical Practice Management Plan's Compliance
Program, the Health Sciences School's Compliance Programs and the
HIPAA Privacy Office.
Incumbent is responsible for maintaining the Chief Compliance
Officer's calendar and making travel arrangements and coordinating
meetings and conferences. The incumbent will assist in the
development of presentation materials and any major project related
tasks. The incumbent will assist in the development of the annual
budget and monitoring of the budget. The incumbent will enter
inquiries and communications received in the appropriate database
and run reports for the Governing Body and Board meetings as
Duties of an Executive Assistant to the Chief Compliance Officer
may include the following but are not limited to:
- Receives and screens incoming telephone calls, mail, and
visitors; researching and responding to various inquires while
directing other inquiries as necessary to responsible areas.
Responsible for the preparation and/or coordination of official
correspondence and formal presentations by the Chief Compliance
Officer that are accurate, complete and meet quality standards for
appearance and presentation.
- Generates scheduling, correspondence, location reservation and
meeting minutes for Compliance meetings as required. Responsible
for the follow up on all action items. Compiles status reports of
compliance investigations and enters investigations and issues
received by the Compliance Office in a database for tracking and
generates reports as requested. Coordinate the development and
document retention of compliance education and communications.
- Responsible for the Chief Compliance Officer's calendar by
setting priorities for activities and appointments and keeping
abreast of activities throughout SBUH, HSC, the Campus, the
Community, and elsewhere that may require the Chief Compliance
- Coordinates personnel actions for the Chief Compliance Officer.
This includes recruitment, appointments, performance programs,
evaluations, and interaction with talent acquisition.
- Maintains confidential files.
- Establishes and maintains a filing system for easy retrieval of
documents and issues related to the hospital, practice plan, health
science schools and privacy.
- Ensures compliance with applicable laws and regulatory
requirements by keeping abreast of regulatory issues. Drafts
responses for the Chief Compliance Officer for regulatory agencies
in a timely manner. Recommends policy and procedure revisions based
on regulatory changes.
- Compiles budget data and manages the budget for the Chief
Compliance Officer. The incumbent will be responsible for
reviewing, coordinating, and encumbering funds for the division.
Prepare, monitor, coordinate and expedite purchase requisitions and
services for the Chief Compliance Officer, review invoices for
accuracy prior to payment, perform data entry necessary to input
expense information into spreadsheet format for the maintenance of
records and preparation of reports as needed.
- Prepares and coordinates all travel arrangements, follow-up and
reimbursement for the Chief Compliance Officer for local and
national conferences and speaking engagements. Other duties and
responsibilities as assigned.
- Bachelor's Degree.
- A minimum of five (5) of Administrative Assistant Experience,
three (3) or more of which must be supporting a Director level
position or above.
- Proficiency in all Microsoft Office products (i.e., Word,
Excel, PowerPoint, Outlook)
- Experience with project management.
- Strong organizational skills and time management skills
- Exceptional communication skills both written and oral
- Must possess a high level of professionalism and courtesy and
must be able to work collaboratively with team members at all
levels of the organization.
- Sound decision making skills and professional judgement.
- Track record of and commitment to ensuring the highest level of
- Master's degree.
- Standard database entry and generating reports; knowledge of
other health care related electronic systems (e.g., electronic
medical records - Cerner, Siemens) preferred.
- Experience in a Healthcare Setting.
Special Notes: 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. 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.
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 are 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
The selected candidate must successfully clear a background
investigation. 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 (The hiring
department will be responsible for any fee incurred for
examination), submit (3) written references, and provide a copy of
any required New York State license(s)/certificate(s). Please be
advised that failure to comply with any of the above requirements
could result in a delayed start date and/or revocation of the
The best ideas in medicine start with the best people. At Stony
Brook Medicine, our highest calling is to put the power of ideas to
work in our patients' lives. Stony Brook Medicine integrates and
elevates all of our health-related initiatives: education, research
and patient care. Stony Brook Medicine is Long Island's premier
academic medical center. With 603 beds, we serve as the region's
only tertiary care center and Level 1 Trauma Center, and are home
to the Stony Brook Heart Institute, Stony Brook Cancer Center,
Stony Brook Children's Hospital, Stony Brook Neurosciences
Institute, and Stony Brook Digestive Disorders Institute. We also
encompass Suffolk County's only Level 4 Regional Perinatal Center,
state-designated AIDS Center, state-designated Comprehensive
Psychiatric Emergency Program, state-designated Burn Center, the
Christopher Pendergast ALS Center of Excellence, and Kidney
Transplant Center. It is home of the nation's first Pediatric
Multiple Sclerosis Center.
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.
This function/position has been 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.
Pursuant to Executive Order 161, no State entity, as defined by
the Executive Order, is permitted to ask, or mandate, in any form,
that an applicant for employment provide his or her current
compensation, or any prior compensation history, until such time as
the applicant is extended a conditional offer of employment with
compensation. If such information has been requested from you
before such time, please contact the Governor's Office of Employee
Relations at (518) 474-6988 or via email at email@example.com.
IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE
UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR
THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631)
IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY
ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY
CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE
UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police