Business Support Assistant - Neurosciences

Job Overview

Business Support Assistant – Neurosciences (Job #2504568) at Stony Brook Medicine provides executive and administrative support to the Assistant Vice Presidents of Operations and Nursing for the Neurosciences Institute. The role coordinates office functions, schedules meetings, prepares presentations, tracks data, reconciles budgets, manages correspondence and supplies, and collaborates with unit, hospital and university leadership, finance, HR, physical plant, project managers, regulatory bodies and IT.

• Project and event planning support/management, including fiscal coordination with funding sources.
• Execute purchases and monitor fiscal spending of all budgets within the Neurosciences Institute using data management tools such as Concur, SUNYBI, FMR and Lawson.
• Maintain and coordinate calendar(s) and manage incoming/outgoing calls and mail on behalf of supervisors.
• Coordinate supervisors’ travel plans, professional and business schedules, research and prepare meeting materials, and interface with other university senior management and hospital/nursing administration staff.
• Respond to inquiries, troubleshoot, and make independent judgments; refer or provide solutions to identified issues.
• Draft, edit and prepare correspondence, documents and data reports; edit and approve for signature any correspondence prepared by supervisors.
• Assemble and provide relevant documents for meetings; attend meetings as required; take, maintain and distribute meeting minutes; initiate follow‑up on action items and ensure follow‑up meetings and activities are scheduled and executed in a timely fashion; prepare and assist in the preparation of reports and presentations for the supervisors and ensure dissemination of applicable information.

• At least 2 years of experience in an office, hospitality or customer service setting or other work environment requiring diverse tasks and routine interface with others.
• Ability to manage multiple priorities and tasks, coordinate complex schedule(s)/calendars.
• Demonstrated proficiency with computer software, including Microsoft Office applications, e‑mail, and Internet.
• Ability to work collaboratively and independently on assigned tasks as well as accept direction on given assignments.
• Team player in fast‑paced environment who is able to prioritize tasks independently; strong written and verbal communication skills required with ability to work with other staff assistants and large teams.

• Bachelor’s degree and 5 or more years of experience in an office, hospitality or customer service setting or other work environment requiring diverse tasks and routine interface with others.
• Experience compiling materials for meetings and/or at the request of supervisors; experience in a healthcare environment.
• Experience using Zoom and/or Microsoft Teams.
• Experience with purchasing, budgets, monitoring spending, reconciling invoices for vendor payment, expense reports/reimbursements and/or reconciling monthly credit card statements.

• Successfully complete pre‑employment physical examination and obtain medical clearance from Stony Brook Medicine’s Employee Health Services.
• Complete electronic reference check with a minimum of three 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).

The annual salary range for this position is $47,754–$63,672. The salary range represents a good faith and reasonable estimate of the range of possible compensation at time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience.

Stony Brook University 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.

If you need a disability‑related accommodation, please call the University Office of Equity and Access at .