Executive Assistant to the Chief Patient Experience Officer

Duties of an Executive Assistant to the Chief Patient Experience Officer may include the following but are not limited to:

• Receives and effectively 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, division and other correspondence as requested, meeting agendas, meeting minutes, and formal presentations for the Chief Patient Experience Officer that are accurate, complete and meet quality standards for appearance and presentation.
• Generates scheduling, correspondence, location reservation and meeting minutes for CPEO meetings and patient experience education and training sessions as required.
• Responsible for the CPEO’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 CPEO’s attention. Attend meetings as representative for the CPEO, as needed.
• Coordinates personnel actions for the CPEO. This includes recruitment, appointments, interactions with outside agencies in the search process, performance programs, interactions with search committees, tracking staff evaluation due dates, recertification schedules and employee health evaluations, as required. Maintains confidential files for disciplinary and other medical staff issues.
• Serves as clerical administrative support to Patient Experience Division Meetings, maintains accurate division contact and email lists.
• Prepare, monitor, coordinate and expedite purchase requisitions and services for the CPEO, review invoices for accuracy prior to payment, oversee contracts as needed, 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 CPEO for local and national conferences and speaking engagements. Helps process meeting and travel financial approvals and associated accounting paperwork for directly reporting Directors.
• Works as a resource to the direct reports of the CPEO facilitating coordination of complex activities involving Patient Experience, Concierge, Chaplaincy, Volunteer Services, Patient Education and Patient Advocacy.
• Compiles budget data and manages the budget for the CPEO. 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 Medical 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.
• Provides support for Patient Experience Division as directed by the CPEO.
• Responds to patient/family requests and escalates to appropriate team member.
• Process Patient Experience interns and students as well as new hires with orientation, policy and procedures.
• Monitor Compliment Email, Distribution and Program details
• Coordinate Patient Experience Improvement Award
• Provide Press Ganey/Tableau Dashboard access to approved staff as directed by CPEO

Qualifications

Required Qualifications:

• Bachelor's degree
• At least 5 years of Administrative Assistant Experience with 3 or more years of which must be supporting a Director level position or above
• Proficiency in all Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook)
• Strong organizational skills and time management skills
• Exceptional communication skills both written and oral
• Demonstrates 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 confidentiality

Preferred Qualifications:

• Master's degree in a healthcare or related field
• Knowledge and experience with responding to regulatory surveys including The Joint Commission

Special Notes: Resume/CV should be included with the online application.

In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer’s protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer’s protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

.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.

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• 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.

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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.

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