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:

UUP

Job Summary:

The Department of Radiology at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Associate / Administrator & Assistant to Chair. 

As Administrator and Assistant to the Chair of Radiology, this position supervises support and billing staff and coordinates and manages the department's day-to-day operations. It requires in­ depth experience in performing multifaceted tasks, autonomous decision-making, and overseeing the department's annual budget's financial position. Additionally, the individual should possess extensive knowledge of Microsoft Office, particularly Word and Excel, for data organization and management.

Analyzing administrative workflow, maintaining databases, communicating with faculty and other personnel regarding a range of issues, and managing internal and external relations.

Operational Management:

• Administer the daily operations of the office of the Chair, Department of Radiology
• Manage and supervise the Radiology support and billing staff.
• Manage confidential correspondence, issues, and communications, including the Chair's calendar for scheduling meetings and events
• Act as a liaison between the Chair and other departments
• Complete special projects and assignments as required by the Chair
• Maintain in an organized manner and up-to-date all faculty and support staff personnel files and records
• Direct the administrative and financial operations of the department

Communication and Stakeholder Engagement:

• Administer and collaborate with Coney Island Hospital (PAGNY contract) and VA Medical Center for the preparation, tracking, and maintenance of monthly invoices for services rendered
• Interface with the Medical Board and Credentialing offices, Risk Management, and Malpractice Insurance carriers
• Assist the Residency Program Coordinator in obtaining malpractice insurance coverage for residents' external rotations
• Liaison with Human Resources, Accounts Payable, Purchasing, Contracts and Procurement

Responsibility for Academic and Hospital Appointments:

• Prepare all personnel transactions for Radiology faculty, including initial appointments, subsequent re-appointments, promotions, terminations, and resignations
• Manage voluntary faculty appointments and renewals for non-paid physicians
• Maintain physician's personnel files for hospital credentialing and insurance panels in compliance v. the institutional policies, Medical Board, and Credentialing offices
• Coordinate malpractice insurance coverage for physicians, full-time and per-diem, and maintain appropriate files for each physician

Evaluation and Reporting:

• EXTRA SERVICE: prepare CADE packages for attendings. Oversee accountability by reviewing and reconciling accurate logs of days worked and monies earned by each attending for creating Extra Service (ES) vouchers. Generate a written justification report for the ES provided to Human Resources (HR) and monitor progress for payment with HR. Maintain appropriate ES files in accordance with general accounting principles, ensuring the integrity of financial information and records.
• INDEPENDENT CONTRACTORS: responsible for reviewing and processing payments through the Private Practice Plan for the Department's ongoing service coverage requirements
• PROFESSIONAL DEVELOPMENT and CME: maintain an annual record of all faculty professional development activities, including conferences and seminars attended, review for compliance with departmental policies, and prepare the necessary documentation for reimbursement
• PERFORMANCE EVALUATION: schedule faculty members for their annual LCME review with the Radiology Chair

Financial Responsibilities - Budget and Expenditure:

• Be accountable for budgetary and expenditure control
• Collaborate with Radiology Division supervisors to identify and maintain a detailed inventory of resources/medical supplies each Division needs. Responsible for generating budget and expenditure reports of supplies ordered and distributed
• Prepare general and capital equipment requisitions. Work closely with Purchasing, Contracts and Procurement, and vendors to expedite orders for supplies and equipment
• Authorize the acquisition of computers, printers, and other miscellaneous items

Administrative Support - Residency and Medical Students:

• Assist the Academic Coordinator with residency and medical student issues as needed. This includes providing proctoring services for exams, organizing educational luncheons, creating graduation ceremony certificates, purchasing gifts, and distributing awards
• Prepare and process honoraria payment for all Visiting Professors/Independent Contractors for residents' Grand Rounds, Board Review conferences, and Annual ER Prep Course and Lung Cancer Symposium

Professional Development:

• Participate in departmental and institutional professional development sessions offered to the faculty and staff

This comprehensive position description outlines the multifaceted responsibilities and requirements of the Administrator role within the Department of Radiology and the office of the Chair. The individual in this role plays a vital part in ensuring the department's compliance, efficiency, and success.

Required Qualifications:

• Bachelor's Degree from an accredited institution
• 10+ years of related work experience in an academic and clinical setting
• Excellent administrative, written and oral communication and organizational skills
• Candidate must also possess demonstrated initiative, resourcefulness and problem solving
• Or, an acceptable equivalent combination of experience, education and training to the above

Preferred Qualifications:

Work Schedule:

Monday to Friday; 8:00am to 4:00pm (Full-Time)

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 info@goer.ny.gov.

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 ada@downstate.edu