Business Support Assistant - Clinical Support/Mental Health/Psychiatry at Stony Brook University in Stony Brook, NY

Job description

Position Summary At Stony Brook Medicine, a Business Support Assistant is a valuable member of our team, who provides administrative and executive support and can interface with all levels of management throughout the hospital. Incumbent will coordinate all office functions for hospital leaders with the Psychiatry units. This includes scheduling meetings, meeting logistics or events, preparing presentation materials, tracking data, coordination of assigned tasks including participation in crisis prevention training activities, telephone reception, processing of communications into and out of the office, record keeping and preparation, filing of documents, supply ordering and inventory management, ensure clearance of interns, etc. The position will assist and collaborate with physical plant to ensure unit maintenance and improvements are completed. Qualified candidates will demonstrate superior communication and organizational skills, basic project management and intermediate Excel skills. The Business Support Assistant be responsible for a variety of support and coordination of activities as it relates to the Neurosciences Institute and Psychiatry service line, under the general direction of the Assistant Vice President of Operations for the Neurosciences and the Assistant Vice President of Nursing for Psychiatry. The incumbent is responsible for providing administrative support and coordination for all daily activities. This position has responsibility for troubleshooting, prioritizing, acting upon and/or reassessing inquiries and/or problems on behalf of leadership as well as providing and understanding data collection and analysis. Duties of a Business Support Assistant for Clinical Support/Mental Health/Psychiatry may include the following but are not limited to: Provide support to various supervisors including Crisis Prevention Team, Functional Therapeutic Activities, and Behavioral Health Specialists. Support Crisis Prevention Training activities both in and out of the classroom. Coordinate intern clearances, ensuring completion of required clearances and access arrangements prior to the start of assignments. Coordinate the schedules of the supervisors, which includes travel plans, professional and business schedules, research and prepare meeting materials, and interface with other management, officers, Neurosciences personnel and other Hospital/Nursing Administration staff. Respond to inquiries, troubleshoot, and make independent judgments when able, refer or provide solutions to issues raised or identified. Maintain and coordinate calendar(s) and receive telephone calls and visitors on behalf of supervisors, compose, edit and submit correspondence on behalf of supervisors as needed. Manage and prioritize the supervisors’ incoming and outgoing mail. Draft and prepare correspondence as well as documents and reports. Edit and approve for signature any correspondence prepared by supervisors and others assigned by supervisors. Prioritize and ensure that all incoming correspondence for the Supervisors requiring attention are acted upon. Assemble and provide relevant documents for meetings and attend meetings as required. Take, maintain and distribute meeting minutes on behalf of supervisors. Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed in a timely fashion. Prepare and assist in the preparation of reports and presentations for the Supervisors and ensure dissemination of applicable information. Project and event planning support/management, as well as other duties as assigned. This position requires regular interaction with patients being treated within the Psychiatry units. Qualifications Required: Associate’s degree At least 2 years of experience in an office, hospitality or customer service setting, or other work environment requiring diverse tasks and routine interface with others Ability to manage multiple priorities and tasks, coordinate complex sche