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About the Role

The Department of Pediatrics at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant / Assistant Administrator to coordinate and administer assigned financial, administrative, and operational functions, including clinical programs, research activities, medical education, and human resources.

Responsibilities

Coordinate and administer assigned departmental administrative, financial, and operational activities, including clinical services, research programs, medical education, and institutional affiliations.
Collaborate with the Department Administrator and Chair in departmental planning, operational priorities, resource allocation, and implementation of institutional initiatives.
Independently manage assigned administrative functions, exercising sound judgment and ensuring compliance with established departmental and institutional policies and procedures.
Represent the Department Administrator, as designated, at meetings and conferences and in communications with internal and external stakeholders.
Serve as a liaison to the Dean’s Office, Hospital Administration, Human Resources, Finance and Budget, Faculty Practice Plans, affiliated hospitals, faculty, and external agencies.
Coordinate and manage special projects, departmental initiatives, and outreach activities as assigned by the Department Administrator and/or Chair.
Evaluate administrative processes, identify opportunities for improvement, and implement procedures to enhance departmental efficiency and effectiveness.
Coordinate the development, preparation, consolidation, and monitoring of departmental operating budgets, incorporating University and Hospital funding, clinical affiliations, physician salaries, research grants, and other restricted and unrestricted funds.
Collaborate with the Department Administrator in preparing financial projections, budget forecasts, and analyses to support departmental clinical, research, and academic programs.
Monitor departmental expenditures, financial performance, and resource utilization to ensure alignment with approved budgets and institutional objectives.
Coordinate budget administration associated with Graduate Medical Education (GME) and Undergraduate Medical Education (UME), including educational reimbursements, expenditures, and funding allocations.
Prepare and analyze financial reports, identify budget variances, and recommend corrective actions or resource adjustments as appropriate.
Administer assigned procurement, purchasing, expense processing, and inventory management activities.
Ensure departmental financial transactions and procedures comply with applicable SUNY, New York State, University Hospital, and Research Foundation policies and guidelines.
Collaborate with the Department Administrator to assess staffing requirements, identify workforce planning opportunities, and coordinate departmental recruitment and personnel initiatives.
Coordinate faculty and staff personnel transactions, including appointments, reappointments, position changes, and other employment-related administrative processes.
Serve as a departmental liaison to Human Resources and other institutional offices regarding personnel actions, staffing matters, and administrative requirements.
Coordinate employee performance program and evaluation processes, including tracking required documentation and ensuring compliance with institutional policies and established deadlines.
Maintain and monitor personnel records, staffing information, and administrative reports to support departmental operations and workforce planning.
Coordinate administrative and financial activities supporting departmental clinical programs, research initiatives, residency programs, medical student education, and affiliated institutional programs.
Collaborate with institutional offices and affiliated hospitals regarding academic program funding, educational reimbursements, and related operational requirements.
Assist in monitoring and analyzing physician billing, reimbursement activities, productivity measures, and compensation models to support departmental financial and operational planning.
Analyze financial and operational information related to hospital-based clinical services and physician practice activities and prepare reports to support departmental decision-making.
Coordinate assigned administrative and financial activities related to research grants and other sponsored program funds in collaboration with appropriate institutional offices.
Prepare financial analyses, operational reports, and recommendations to support departmental clinical, educational, and research objectives.
Perform other job-related duties as business needs warrant and/or as assigned.
Work in collaboration with the Department Administrator on all aspects of the Department.

Requirements

Bachelor’s Degree in Business Administration, Healthcare Administration, Public Administration, Finance, Accounting, or a related field.
2+ years of progressively responsible administrative, financial, or operational experience.
Strong analytical, organizational, problem-solving, and critical-thinking skills, with the ability to independently manage multiple priorities and meet established deadlines.
Excellent written and verbal communication skills, with demonstrated ability to interact effectively with faculty, administrators, staff, and internal and external stakeholders.
Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
Ability to exercise sound judgment, maintain confidentiality, and work independently and collaboratively in a complex organizational environment.
Or, a satisfactory equivalent combination of experience, education and training.

Skills

Analytical skills
Organizational skills
Problem-solving skills
Critical-thinking skills
Written communication skills
Verbal communication skills
Microsoft Office proficiency (Excel, Word, Outlook, PowerPoint)
Judgment
Confidentiality
Independent work
Collaborative work
Budget development and administration
Financial analysis and forecasting
Expenditure monitoring
Physician practice operations
Clinical revenue cycle activities
Human resources administration
Personnel transactions
Workforce planning
Graduate Medical Education (GME)
Undergraduate Medical Education (UME)
Research funding
Academic affiliation agreements
SUNY administrative and financial policies
New York State administrative and financial policies
Research Foundation administrative and financial policies
Public-sector administrative and financial policies
Enterprise financial information systems
Enterprise human resources information systems
Enterprise administrative information systems

Location

Brooklyn, NY

Work Type

Full-time
Onsite

Experience Level

Senior Staff
Assistant Administrator
2+ years of progressively responsible administrative, financial, or operational experience
3+ years of progressively responsible administrative, financial, or operational experience (preferred)

Education Level

Bachelor’s Degree in Business Administration, Healthcare Administration, Public Administration, Finance, Accounting, or a related field.
Master’s Degree in Business Administration, Healthcare Administration, Public Administration, or a related field (preferred)

About the Company

SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers.
As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world.
We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Equal Opportunity

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.
Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.
If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at ada@downstate.edu.