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SUNY Downstate Health Sciences University · 4 months ago

Executive Assistant to Chairman

Brooklyn, NY

Full-time

Onsite

Mid Level

3+ years exp

SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers, serving a diverse population. They are seeking a full-time Executive Assistant to the Chairman of the Department of Orthopaedic Surgery & Rehabilitation Medicine to manage the office environment, coordinate communications, and assist with departmental operations.

Health CareHospital

H1B Sponsor Likely

Responsibilities

Report directly to the Department of Orthopaedic Surgery & Rehabilitation Medicine Chairman and Executive Administrator

Work for both SUNY Downstate Health Sciences University and hospital system (Downstate), as well as for the University Physicians of Brooklyn (UPB) medical group

Proactively organize and manage the dynamic and evolving office environment of the Department of Orthopaedic Surgery & Rehabilitation Medicine Chairman’s Office

Maintain appropriate discretion and confidentiality in all work, with a keen awareness and respect for the sensitive nature of this role's work and involvement

Continually assist in building the professional reputation and operational efficiency of the department

Coordinate and facilitate the flow of information between the Chairman's office, department heads, and executive leaders

Manage complex calendar coordination, including prioritizing meetings, resolving scheduling conflicts, and ensuring the Chairman is well-prepared for all engagements

Answer the phone and take messages for the Chairman, prioritizing and escalating communications as necessary

Manage the Chairman's schedule and others in the department as may be needed through a variety of platforms and communication means, as necessary and appropriate to facilitate the efficient operations of the department

Coordinate activities related to recruitment of physician faculty, fellows, and residents

Oversee and maintain electronic databases (e.g., ACGME, NRMP, ERAS, New Innovations, and other GME databases) as needed

Coordinate and facilitate ACGME site visit preparation activities

Assist in all aspects of the department's Continual Medical Education (CME) activities and Grand Rounds

Coordinate the department's time and attendance procedures

Maintain internal systems for tracking departmental projects, deadlines, and communications

Create reports and communications as directed and needed by the Chairman and Executive Administrator

Design systems to ensure appropriate preparation and timely distribution of reports and written communication for the department

Schedule and coordinate meetings, including space and channel planning, food ordering, meeting reminders, agenda planning, note taking, and follow-up implementation

Perform other work as assigned

Model the WE CARE values of the institution

Qualification

Microsoft Office SuiteCalendar managementExecutive support experienceEHR systems familiarityCommunication skillsProblem-solving skillsConfidentiality

Required

Bachelor's Degree from an accredited institution

3 to 5 years of experience providing senior-level administrative support in a complex, fast-paced environment

Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint

Exceptional verbal, written, and interpersonal communication skills

Demonstrated ability to handle multiple priorities under pressure with professionalism and sound judgment

Proven experience in complex calendar management, travel coordination, and meeting logistics

High level of confidentiality and discretion

Or, an acceptable satisfactory equivalency of experience, education and training to the above

Preferred

Experience supporting executive leadership in academic medicine, healthcare, or higher education

Familiarity with EHR systems and academic/clinical terminology

Working knowledge of medical board credentialing, licensing, or regulatory compliance processes

Strong problem-solving skills, with the ability to anticipate needs and adapt to evolving priorities

Company

SUNY Downstate Health Sciences University

Glassdoor3.5

Downstate Health Sciences University is one of the leading urban medical center.

Founded in 1860

Brooklyn, New York, USA

5001-10000 employees

https://www.downstate.edu

H1B Sponsorship

SUNY Downstate Health Sciences University has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (16)

2024 (10)

2023 (10)

2022 (7)

2021 (18)