Hybrid Administrative Assistant - Behavioral Health - Eastern Long Island Hospital bei Stony Brook Eastern Long Island Hospital

Position Summary

The Administrative Assistant assists the Vice President of Behavioral Health and Social Services, the Behavioral Health Nurse Managers and Social Work Clinical Supervisors in the facilitation of effective Behavioral Health Service functions at SBELIH. In addition, the Administrative Assistant works collaboratively with the Patient Care Administrative Assistants to facilitate processes within the whole Patient Care Division.

Job Duties & Essential Functions

• Attend and prepare agendas and minutes for assigned meetings.
• Type memos, policies and procedures, schedules, job descriptions, requisitions and patient care services forms. 
• Answer telephones; screen and direct all calls appropriately. 
• Work collaboratively to complete Behavioral Health (BH) payroll. 
• Monitor BH employee benefit time; completes monitoring and action forms for staff as requested. 
• Assist with scheduling documentation for patient care personnel. 
• Works in collaboration with Patient Care Leadership to manage all recruitment matters.
• Assist VP, BH and SS in completing and managing psychiatry legal cases.
• Monitor psychiatry patient legal statuses.
• Assist with preparation of monthly evaluation forms for BH personnel.
• Assist with file monitoring of required license registrations/certifications for BH staff. 
• Prepare check requests for BH and maintains records. 
• Maintain filing system. 
• Order and maintain supplies for BH Leadership. 
• Assist with records and processing of contractual issues for the BH staff. 
• Open and distribute mail. 
• Complete data entry into required systems; maintain data collection and documentation; complete required reports as requested.
• Adheres to hospital and departmental rules and regulations.
• Participate in in-service programs.
• Participate in annual recertification training, compliance training, HIPPA training. 
• Perform all other related duties as assigned by management.

Required Education & Qualifications

• High school education
• Strong administrative assistant skills
• Previous administrative assistant experience
• Previous health care experience
• Must be able to use computer, photocopy machine, proficient in the use of Microsoft Office applications
• Decision making and judgment required for triaging and routing issues/problems
• Must have the ability to prioritize job responsibilities
• Must be able to complete tasks in a timely manner

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to respond quickly, communicate orally, and use stairs in an emergent situation. 
• Must be able to walk, carry semi-heavy equipment, and reach overhead. 
• Must be able to communicate orally and in writing with clients or associate.

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of ELIH.

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

• 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 Eastern Long Island and related facilities.

Anticipated Pay Range: 

The starting salary range (or hiring range) for this position has been established based on relevant experience. The above salary range (or hiring range) represents SBEILH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. 

Your total compensation goes beyond the number in your paycheck! 

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 Eastern Long Island’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 Human Resources department will be responsible for any fee incurred for examination.

Company Overview:

As part of Stony Brook Medicine, Stony Brook Eastern Long Island Hospital (SBELIH) combines the best in academic and community medicine, improving access to advanced medical care for residents of the North Fork and Shelter Island. With 70 beds, SBELIH is Suffolk County’s first hospital, serving the North Fork since 1905. SBELIH provides care to 25,000 year-round residents and expanding to 60,000 summer residents with comprehensive healthcare solutions, including behavioral health, medical-surgical, orthopedics and general surgery, wound care, interventional pain management and GI, advanced ambulatory care, diagnostic, and physical therapy services. The hospital is also a clinical campus and training site for Stony Brook Medicine, with its first SBELIH Psychiatry resident having graduated in 2022.

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law.  StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Eastern Long Island employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.     

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.   Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.   The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

Stony Brook Medicine 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.

Stony Brook Eastern Long Island Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.