Administrative Support Assistant - Emergency Management

Stony Brook University•Town of Brookhaven, NY

About The Position

At Stony Brook Medicine, this Administrative Support Assistant provides administrative and operational support to assigned departments to ensure efficient daily operations. Responsibilities include scheduling, correspondence, document management, purchasing support, and coordination of information flow. The position also supports departmental readiness activities through coordination of trainings and meetings, maintenance of designated emergency preparedness equipment and materials, and provision of documentation and logistical assistance during drills, exercises, and emergency events. Duties of this Administrative Support Assistant may include but are not limited to the following: Provides comprehensive administrative and operational support to assigned departments, with primary responsibility for Emergency Management, and may assist Emergency Medical Services (EMS) and the Emergency Department with administrative or operational needs, as assigned. Manages calendars, schedules meetings, coordinates conference rooms, audiovisual needs, and meeting logistics. Prepares and distributes meeting agendas and minutes; maintains organized and auditable departmental records. Serves as administrative point of contact for routine departmental inquiries. Conducts routine operational readiness checks of designated emergency communication equipment, including red phones, and reports deficiencies for corrective action. Coordinates distribution and tracking of Emergency Response Guides and related preparedness materials throughout the hospital. Maintains document control for contact lists, distribution logs, emergency reference materials, and shared-drive file structures. Assists with formatting, updating, and distributing emergency preparedness documents as directed. Processes requisitions, P-card purchases, subscriptions, and travel in accordance with institutional and state financial guidelines. Tracks departmental expenditures and assists with financial reconciliation and recordkeeping. Coordinates logistics, materials, and attendance tracking for emergency preparedness training, drills, exercises, and committee meetings. Provides logistical and documentation support during drills, exercises, and emergency activations as assigned. Performs other related administrative and operational readiness duties consistent with departmental needs.

Requirements

Associate's degree.
At least 2 years of administrative experience.
Proficiency in Microsoft Office.
Experience with financial and purchasing systems.
Strong organizational and document management skills.
Ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills.
Experience preparing meeting minutes and official documentation.
Ability to be highly organized and detail oriented.
Ability to be professional and discreet with confidential information.
Ability to work independently with minimal supervision.
Adaptable in fast-paced and emergency environments.
Strong customer service skills.

Nice To Haves

Bachelor’s degree in business administration, Healthcare Administration, Public Administration, or related field.
Experience in hospital emergency management, emergency services, healthcare operations, or regulatory compliance environments.
Experience with Lawson and SUNY financial systems.
Completion of FEMA IS Courses IS-100, IS-200, IS-700.
Familiarity with Hospital Incident Command System (HICS).
Experience supporting drills, exercises, or emergency response activities.
Experience with document control systems.
Demonstrated initiative and problem-solving ability.
Ability to remain calm under pressure.

Responsibilities

Provides comprehensive administrative and operational support to assigned departments, with primary responsibility for Emergency Management, and may assist Emergency Medical Services (EMS) and the Emergency Department with administrative or operational needs, as assigned.
Manages calendars, schedules meetings, coordinates conference rooms, audiovisual needs, and meeting logistics.
Prepares and distributes meeting agendas and minutes; maintains organized and auditable departmental records.
Serves as administrative point of contact for routine departmental inquiries.
Conducts routine operational readiness checks of designated emergency communication equipment, including red phones, and reports deficiencies for corrective action.
Coordinates distribution and tracking of Emergency Response Guides and related preparedness materials throughout the hospital.
Maintains document control for contact lists, distribution logs, emergency reference materials, and shared-drive file structures.
Assists with formatting, updating, and distributing emergency preparedness documents as directed.
Processes requisitions, P-card purchases, subscriptions, and travel in accordance with institutional and state financial guidelines.
Tracks departmental expenditures and assists with financial reconciliation and recordkeeping.
Coordinates logistics, materials, and attendance tracking for emergency preparedness training, drills, exercises, and committee meetings.
Provides logistical and documentation support during drills, exercises, and emergency activations as assigned.
Performs other related administrative and operational readiness duties consistent with departmental needs.