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The Research Foundation for The State University of New York at Stony Brook Senior Administrative Assistant in Stony Brook, New York

Required Qualifications (as evidenced by an attached resume):

Associate's degree (foreign equivalent or higher). Five (5) years of full-time administrative experience in an office setting. Proficiency with various educational computer applications and software. Knowledge of Microsoft Suite to include Outlook and Excel.

Preferred Qualifications:

Bachelor's degree (foreign equivalent or higher). Experience working with a diverse population and a variety of stakeholders to include collaborating with faculty and medical students and other various administrators and deans in a college setting. Experience working in higher education. Experience with setting up meetings using Zoom and Teams.

Brief Description of Duties:

The basic purpose and overall goal of this position is to provide a high level of management and administrative support to the Renaissance School of Medicine (RSOM) Admissions interview process which encompasses several degree granting and other programs (MD, MD/PhD, BA/MD, AMSNY, and Post Bac Linkage). The position requires a high degree of professionalism and organizational skills as the individual must interact with 65 faculty and 25 medical student members of the Committee on Admissions (COA), as well as over 800 medical school applicants selected for interviews and must be able to coordinate their schedules to coincide with almost 1,700 interviews (each applicant receives 2 interviews). The individual must have a sophisticated knowledge and understanding of the AAMC (Association of American Medical Colleges)/AMCAS (American Medical College Application Service) national database and the RSOM ZAP Solutions/AMP local database system and must be able to troubleshoot and have a full working knowledge of the programmatic fields and reports in AMP.

In addition, the incumbent will oversee and coordinate the final stages of the accepted applicants' documents which include a national criminal background check administered through Certiphi Screening, submission of all final official transcripts and vetting of legal residency status to determine eligibility for New York State residency for tuition purposes and is the administrator and monitor of social media platforms relating to the RSOM entering class. 440 applicants are accepted for each entering class as well as coordinate all special events and programs relating to the entering medical school class. The senior administrative assistant must be able to work independently.

Interview Coordinator for the Renaissance School of Medicine (MD Program):

Responsible for the coordination and implementation of the entire interview process for applicants to the RSOM for the MD Program. Currently, all medical school interviews are conducted via ZOOM and the incumbent must be highly knowledgeable of the Zoom system utilizing breakout rooms for interview days, setting up Zoom meetings for the COA via their Outlook Calendars and setting up Zoom interviews for the medical school applicants. Incumbent will utilize the ZAP Solutions/AMP database program which includes e-correspondence with applicants for selection of interview date/time and final e-confirmation. Schedule interview appointments with members of the COA. Ensure that each applicant has 2 interviewers and is responsible for electronically forwarding the application materials for each applicant to the designated COA interviewer. For the 2021 entering class, 862 applicants were interviewed from 5,881 total applicants (over 1,700 total interviews scheduled). The interview season spans mid-September through late March (interviews conducted on Mondays, Tuesdays, Thursdays and Fridays). Ensure that each applicant has an itinerary (processed via AMP) of day's events including names & titles of each interviewer. Responsible for the uploading and management of the "General Information" Tab in AMP for all interviewed applicants to review prior to the interview which includes important documents specific to the RSOM academic programs, curriculum, student affairs activities as well as documents from the Assistant Deans of Admissions, Student Affairs and Student Diversity. Incumbent is also responsible to keep an active email exchange with the members of SNMA (Student National Medical Association) and LMSA (Latino Medical Student Association) to inform the leadership when underrepresented applicants are invited for interviews.

In addition, coordinate with the Program Director of the MSTP (MD/PhD) those applicants interviewed (70 from 300 applicants each year) for this combined program. Also responsible for managing and overseeing the interview process for the: Scholars for Medicine (combined Bachelor/Medical Program). Each spring, 40 high school applicants' files are forwarded by the Undergraduate Admissions Office from either the Honors College, WISE (Women in Science and Engineering) or University Scholars of SBU to be considered for this highly selective program. In the past few years, all applicants to this program were interviewed by the COA and the interview process is similar to the MD Program mentioned above. Associated Medical Schools of NY (AMSNY) MS in Physiology Program at SBU. Each spring, 10-15 applicants to the RSOM are considered for this program and applicants are interviewed by the COA. Individuals will communicate with the Program Director about the final COA decisions. Post-Baccalaureate Linkage Program. In June, the RSOM has a linkage program with seven local institutions where PreHealth Advisory Committees nominate 15 applicants to begin medical studies that year. The COA interviews 7 of these candidates.

ZAP Solutions/AMP Database Manager:

As the Database Manager, incumbent will work closely with the AMP System Administrator to incorporate updates to improve overall RSOM admissions process which includes developing the AMP system to easily incorporate COA interview availability into the system, creating system updates in a timely manner to ensure efficient service, develop and update step-by-step instructions for the COA members to successfully interview applicants via Zoom and organize the 7 month calendar for applicants to be able to sign up for interviews via AMP. Provide technical support to COA members to conduct virtual interviews and create new user profiles in AMP for COA members and provide training on how to use the system when necessary and organize schedules of COA members to begin the screening of applicant files as well. Review each applicant file to ensure information is accurate and updated before the file is electronically sent to COA members. Input appropriate information in AMP for each interviewed applicant before, during and after the interview.

Administrative Coordinator of Accepted Applicants' Official Documents and Other Special Programs:

Acceptances to the RSOM begin in mid-October of the year prior to matriculation, and continue through the summer with matriculation in August. Typically 440 applicants are accepted through this timeframe, 136 will ultimately matriculate. The incumbent will be responsible to manage and coordinate the following for each accepted applicant prior to matriculation: national criminal background check administered through Certiphi Screening, submission of all final official transcripts, vetting of legal residency status to determine eligibility for New York State residency for tuition purposes and is the administrator and monitor of social media platforms relating to the RSOM entering class. Individual is the RSOM Admissions Office liaison with Program Directors of the MD/MPH, MD/MBA and MD/MA Programs when accepted applicants to the RSOM request their application materials be forwarded to these programs. In 2019, the AAMC implemented a new tracking system for all U.S. medical schools, Choose Your Medical School (CYMS), to help applicants communicate their decisions about which medical school they plan to attend and to support each school's enrollment management. This system opens in the spring and the incumbent is responsible to monitor and oversee the status of all accepted applicants to the RSOM and give daily reports to the Associate Dean of Admissions.

Special Events Program Coordinator & Website Administrator:

Responsible for the coordination and implementation of the special events hosted for accepted applicants: Revisited (2nd Look) Program held in April, SNMA/LMSA Diversity National Organizations Accepted Students Weekend, also in April, follows the Revisited Program, PreOrientation in June, and for the program information and distribution of white coats for the White Coat Ceremony Program in August. Incumbent also will coordinate all on-site tours for accepted applicants which will begin in November and conclude sometime in the spring (440 applicants will be accepted for the 2022 entering class). In addition, in May of 2022, the RSOM Office of Admissions will be hosting the Annual Meeting of the NYC LAN (Local Area Network) NEAAHP (Northeast Academic Advisors for Health Professions) where it is expected that 100 health professions advisors will be visiting our facilities for this day-long program. The incumbent will be responsible for travel and hotel accommodations, as well as program agenda, lecture hall reservations and the luncheon.

The incumbent is responsible to maintain and update the RSOM Office of Admissions website periodically throughout the year with changes in academic requirements, curriculum, financial aid, etc. The individual must possess a strong working knowledge of all software and programs pertaining to this important task.

Supervise Staff & Financial Monitor of Application Fees:

Incumbent is responsible to train and delegate admissions workload processes for current graduate student assistants (2) and recently hired Administrative Assistant 1. In addition, the incumbent is responsible for monitoring and reconciling the Supplemental Application Fees from July-January. Works closely with the Bursar's Office to ensure an accurate and timely flow of these fees ( $400,00 per year), and troubleshoot when situations arise with current applicants. Fiscal analysis will be produced for the Associate Dean of Admissions, as well as the Office of Finance for the RSOM.

Other duties as assigned.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

In response to the New York State Department of Health (DOH) regulation requiring Hospital and Nursing Home personnel to be fully vaccinated against COVID-19, candidates selected for positions which may be affiliated with or interact with employees of Stony Brook University Hospital (SBUH), the Health Science Center Tower or the Long Island State Veterans Home (LISVH) if not already vaccinated, must be fully vaccinated or obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the DOH vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also allows for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

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 (OEA) at (631) 632-6280 or visit .

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Job Number:2202709
Official Job Title:Senior Administrative Assistant
Job Field:Administrative & Professional (non-Clinical)
Primary Location:US-NY-Stony Brook
Department/Hiring Area:Renaissance SOM, Office of Admissions
Schedule:Full-timeShift:Day ShiftShift Hours:8:30 a.m. - 5:00 p.m.

Posting Start Date:Aug 1, 2022
Posting End Date:Aug 16, 2022, 3:59:00 AM
Appointment Type:Regular
Salary Grade:N8

Equal Opportunity Employer, females, minorities, disabled, veterans.