Job Opportunities

Administrative Assistant / Staff Assistant

Apply now Job No: 495164
Local Title: Administrative Assistant / Staff Assistant
Budget Title: Staff Assistant
Work Type: Full Time
Location: Brooklyn, NY
Categories: 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 Health Policy and Management in the School of Public Health at SUNY Downstate Health Sciences University is seeking a full-time Administrative Assistant/Staff Assistant.

The Administrative Assistant will report directly to the Department Chair of Health Policy and Management, and will be responsible for providing a wide variety of administrative support to the HPMG Department, departmental faculty, and to students. The respective responsibilities of the Departmental Administrative Assistant are outlined, in turn, below: 

Administrative Support to Department

  • Coordinates monthly departmental meetings, including coordination and distribution of the agenda and drafting of meeting minutes.
  • Serves as a liaison between the SPH Dean’s Office and the Departments and works with the Budget Director to obtain quotes, prepare purchase orders, prepare check requests, and order office supplies in accordance with SUNY Downstate policies.
  • Collaborates with the SPH Dean’s Office to track departmental operating expenses and faculty discretionary funds.
  • Manages scheduling and administration of technologies required for in-person and/or virtual departmental meetings (e.g., web conferencing, teleconferencing, etc.).
  • Supports the development and implementation of new departmental initiatives.

Administrative Support to Faculty

  • Assists with the calendar of the Department Chair and makes complex scheduling arrangements involving multiple parties and conferences.
  • Works with faculty to track purchasing and available funds on research and/or training awards.
  • Provides travel support for registration, conference attendance, and reimbursement to departmental faculty.
  • Will update the CVs/ biosketches of faculty in the department.
  • Will assist in submission of conference abstracts and manuscripts.

Administrative Support to Students

  • Supports the coordination of departmental events for enrolled students.
  • Manages the departmental website and communication of departmental mission, faculty achievements, and academic requirements for prospective and currently enrolled students.
  • Manages the departmental listserv and communication of departmental events and announcements.

Required Qualifications:

Minimum Education and Experience

  • Requires a bachelor’s degree, or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of administration, organization, report analysis, writing, and promotion/outreach. Also requires good communication skills and computer literacy.

Required Knowledge, Skills, and Abilities

  • Demonstrate Microsoft Office suite proficiency (Outlook, Word, Excel, and PowerPoint) and the ability to learn new software as needed. Strong organizational skills and ability to efficiently prioritize and complete workload within time constraints. Proven meticulous attention to detail and solid judgment. Ability to coordinate and organize multiple activities requiring varying and often competing deadlines. Requires professionalism and tact for interaction with researchers and staff at various project sites. Demonstrated organizational and administrative skills.

Preferred Qualifications:

  • Prior experience offering administrative support in academic settings, including experience efficiently scheduling and coordinating calendars across institutions, supporting publication processing, grant or contract submission, and reporting of award requirements.

Work Schedule:

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

Salary Grade/Rank:


Salary Range:

Commensurate with experience and qualifications


COVID-19 Vaccination Requirement:


  An approved COVID-19 vaccination.

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 Standard Time
Applications close:

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