Executive Assistant

About Us: In partnership with Downstate Health Physicians, the STAR Program at SUNY Downstate Health Sciences University is seeking a mission-driven individual who is organized and efficient to serve as an executive assistant to the Medical Director. The STAR Program is a comprehensive care, research, professional education and community outreach program that targets the most vulnerable populations in Central Brooklyn, including people with HIV and HCV, immigrants, LGBTQ+ and gender nonconforming populations, reentrants, and people with mental health and substance use disorders.

Responsibilities:

· Serve as Executive Assistant to the STAR Program Medical Director, including responsibility for correspondence, scheduling and calendar maintenance.

· Review and respond to phone and email correspondence from patients and the public.

· Ensure sorting and pickup of mail and packages for the provider suite.

· Open, read and route mail Medical Director’s mail, as appropriate.

· Assist in completing patient-related paperwork, fax information to home health agencies and other entities as requested.

· Maintain office equipment and supplies and complete work orders for provider suite, as needed.Maintain electronic and hard copy files.

· Responsible for travel arrangements and reimbursement for DHSU and grant-related business.

· Assist with management of the provider suite including maintenance office equipment, preparation and follow-up of work orders, telephone reception, checking messages, etc.

· Plan and coordinate events and training for STAR staff, residents/fellows, etc. including arranging for speakers, completing paperwork for honoraria and arranging for catering or reimbursement for meals. Assist in the completion of documents for new grant submissions.

· Assist with ongoing projects including but not limited to updates: to STAR Policies and Procedures biannually; continuous; assistance with data compilation, evaluation, and submission for renewal of Patient Centered Medical Home status; data evaluation for required Department of Health submissions; and compilation of data for quality improvement and grant-related purposes.

· Assist with special projects such as office moves, painting, coordination with telecommunications, vendors, and staff from other areas to ensure coordinated projects.

Requirements:

· BA/BS, master’s degree in public health, administration or related field preferred.

· Experience in a medical setting and use of electronic health record required.

· Advanced computer skills (Word, Excel, PowerPoint, Adobe products) and analytical skills required.

· Must be extremely organized and efficient and have a friendly and compassionate demeanor.

· The position requires interacting with patients, the public, faculty and staff of all levels.

Schedule: 20 hours per week on-site only

Job Type: Part-time

Pay: $30,000.00 - $40,000.00 per year

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Brooklyn, NY 11203 (Required)

Ability to Relocate:

• Brooklyn, NY 11203: Relocate before starting work (Required)

Work Location: In person