Administrative Assistant 2 - Physical Therapy and Occupational Therapy - Full Time - Day Shift At Stony Brook Medicine our Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. These positions are found in virtually all State agencies. Administrative Assistants 1 and 2 establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities. **Duties:** + Process and monitor purchase requisitions using Lawson. Follow up with delivery dates and process manual receivers for delivered material. Troubleshoot billing inaccuracies. + Maintain excel spreadsheet to track all purchases for inpatient Physical Therapy and Occupational Therapy and monitor funding. + Type letters and other documents as needed. File, fax and photocopy documents accurately. + Take phone calls and messages professionally and accurately. + Keep comprehensive, accurate, and timely reports, including manual receiving reports + Effectively and efficiently navigate the PT-OT Worklists + Assist with outpatient therapy patient appointments, including computer entry for registration and discharge, and manage patient records. + Transcribe minutes for all departmental meetings. May represent department at selective meetings. + Keep inventory of both medical and office supplies, and make sure all equipment is in good working order. Place supply orders as needed using Lawson system. + Collaborate with PT and OT staff as well as Care Management, Admitting, Finance and Hospital Administration. + Assist with reviewing and processing of employee timesheets in a timely and accurate manner. **Required:** As per Civil Service Standards and Specifications. Must have taken and passed the specific job-related Civil Service exam and be reachable on the appropriate Civil Service list. **Preferred:** Proficient in Microsoft Office(Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, Lawson, Projectmates, Tableau, and Cerner EMR. **Special Notes** **:** **Resume/CV should be included with the online application.** **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. _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ + 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 * + Complete electronic reference check with a minimum of three (3) 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). **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** . _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_­­­ 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 $58,046 / 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 ($3400) 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:** 2500484 **Official Job Title:** : Administrative Assistant 2 **Job Field** : Other **Primary Location** : US-NY-Stony Brook **Department/Hiring Area:** : Physical Therapy and Occupational Therapy Services **Schedule** : Full-time **Shift** : Day Shift **Shift Hours:** : 8:30 AM - 5:00 PM **Pass Days:** : Sat, Sun **Posting Start Date** : Feb 10, 2025 **Posting End Date** : Feb 24, 2025, 10:59:00 PM **Salary:** : $61,446 / Year **Salary Grade:** : SG15 **SBU Area:** : Stony Brook University Hospital **Req ID:** 2500484