Administrative Support Specialist – Cancer Center Administration

About the Role

The Administrative Support Specialist for Cancer Center Administration at Stony Brook Medicine will provide a wide range of administrative functions. The incumbent must be detail-oriented, possess excellent organizational skills, and have the ability to multi-task. The role requires a professional appearance and sound judgement when interacting with staff, faculty, physicians, senior leadership, outside vendors, and guests.

Responsibilities

• Provide a full range of administrative assistance, including receptionist duties, greeting and directing visitors, answering telephones, taking and recording meeting minutes, copying, scanning, typing, and Outlook calendar maintenance.
• Prepare and track requisitions and submissions for vendor payments, guest/staff reimbursements, and travel vouchers.
• Maintain and update records and spreadsheets related to requisitions and AmEx statements.
• Assist the Administrative Manager with coordinating Cancer Center guests, events, and meetings, including preparing itineraries, flyers, sign-in sheets, conducting tours, and ordering supplies or services.
• Order supplies using Stony Brook and external systems such as Wolfmart, Lawson, and Amazon.
• Assist the Administrative Manager with office/suite operations, including ordering supplies, sorting incoming mail, and maintaining office directories.
• Travel within the campus environment, including MART, Hospital, HSC, and West Campus, and attend offsite symposiums and retreats as needed.
• Perform other duties as assigned.

Requirements

• Associate degree and at least 2 years of administrative business operations experience, or a high school diploma or equivalent and at least 4 years of administrative business operations experience.
• Experience with calendar and meeting management, including scheduling, preparing agendas, and taking minutes.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to lift and carry up to 25 lbs.

Preferred Qualifications

• Administrative experience working for executive leadership in an academic or research environment.
• Experience with financial functions, including accounts payable, ordering, and reimbursements.
• Demonstrated experience handling administrative functions with independence and accountability.

Special Notes

• This position may remain posted for up to 90 days or until filled. Initial applicant review occurs within two weeks of the posting date.
• Stony Brook Medicine is a smoke-free environment; smoking is prohibited anywhere on campus.
• This position may require wearing respiratory protection, which may prohibit facial hair.
• This role may be designated as "essential," requiring the employee to remain at work or report to work during institutional emergencies.
• Prior to the start date, the selected candidate must:
  • Complete a pre-employment physical examination and obtain medical clearance.
  • Pass an electronic reference check with a minimum of three 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).

Pay

The anticipated salary range for this position is $49,816 - $60,724 per year. The specific salary offer will be based on the candidate’s validated years of comparable experience. Additional location pay of $4,000 may apply for full-time positions.

Benefits

Stony Brook Medicine provides generous leave, health plans, and a state pension, contributing to total compensation beyond the base salary.

Schedule

This is a full-time position.