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Administrative Assistant

Apply now Job No: 494841
Local Title: Administrative Assistant
Budget Title: Senior Staff Assistant
Work Type: Full Time
Location: Brooklyn, NY
Categories: Management and Professional, Administrative


Are you looking to take your career to new heights with a leader in healthcare? 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.

Bargaining Unit:


Job Summary:

The Department of Pathology at SUNY Downstate Health Sciences University is seeking a full-time Administrative Assistant. The successful candidate will be accountable to the following: 

  • Academic and Administrative: Prepare HR forms, draft correspondence, manage storage and disposal of files and records, and assist Department Administrator with day-to-day management and support of clinical and research faculty and staff by a variety of tasks as specified but not limited to those outlined below.
  • Purchasing and Contracts: Accurately prepare, track and retrieve documents for the purchase of supplies, services, and travel; reconcile invoices and report expenses for credit card and purchase orders purchases paid by all departmental resources, i.e. COM, RF, HSCB, and UPB.
  • Clinical: Maintain a record and assure the validity of credentials, liability insurance, and compliance measures for clinical faculty and staff, including licensure, certificates of qualification, liability insurance, annual health clearance, mandatory training education, maintenance of certification (MOC), and regulatory requirements as mandated by OCAS, UHB, and UPB, provider agreements, CAP and NY State and other entities.  
  • Research: Create periodic invoices to and maintain a record of clinical and research studies, laboratories, and affiliates for professional and clinical pathology services performed by department faculty and staff.
  • Facilities: Coordinate with faculty and staff to maintain a record of and facilitate requests to acquire, improve, and repair offices, laboratories, equipment, services, and other material required for day-to-day operations and management of the department; coordinate with Property Control the relocation and surplus of equipment; maintain an inventory of location and status of equipment and large ticket supplies; implement special projects, e.g. survey of the use of space.
  • May perform other duties and acquire responsibilities as assigned.

Required Qualifications:

  • Bachelor's Degree and experience in an administrative support role. 
  • Excellent written and oral communication skills, and strong interpersonal communication skills. 
  • Candidates must be proficient in, and demonstrate skill with Microsoft Office Suite. 

Preferred Qualifications:


Work Schedule:

Monday to Friday; 9:00am to 5:00pm

Salary Grade/Rank:


Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Equal Employment Opportunity Statement:

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 718-270-3025.


Advertised: Eastern Daylight Time
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