Stony Brook Medicine Hiring for Office Manager – Includes Weekend Hours – Nursing Office at Stony Brook, NY  Full Time

Position Summary

At Stony Brook Medicine the Office Manager position takes an integral role in promoting the mission, vision and values at Stony Brook Medicine by skillfully developing and managing a team of secretarial support staff within the Nursing Office. The Office Manager for the Nursing Office directly supports the Nursing Supervisors in their duties to staff units safely, ensure patient safety and excellence in patient care.

Duties of an Office Manager in the Nursing Office may include but are not limited to the following:

• Supervises Nursing Office secretarial staff on all shifts. Responsible for scheduling, employee evaluations, monitoring time and attendance, compliance for annual mandates and physical assessments.
• Processes patient complaints and telephone inquires in a professional, efficient and polite manner. Seeks to resolve complaints if possible. Communicates all patient/employee complaints to Nurse Manager/Nursing Supervisor on duty.
• Utilizes counseling process and “Just Culture” in correcting unacceptable behaviors/performance.
• Is an expert in the use of the staffing system and works cohesively with the staffing system team to ensure data integrity.
• Coordinates and posts balanced Nursing Office schedules for 24/7 coverage following supervisory approval to include secretarial staff and Nursing Supervisors.
• Ensures adequate coverage for any unexpected vacancies in shift coverage for secretarial staff. Facilitates coverage for unexpected Nurse Supervisor shift vacancies.
• Enters requisitions in Talent Management System, prepares candidate documents for supervisory review, coordinates interview and hiring packages to send to Human Resources for new hires.
• Participates actively during emergency management activation. Organizes weather related emergency plans for activation of Nursing Teams in a planned weather related event.
• Delegates and monitors the ordering of office equipment and supplies.
• Records and prepares minutes and agendas for assigned meeting/committees/task forces.
• Acts as a liaison between the Nursing Office and the Nursing Leaders in the dissemination of pertinent information integral to maintenance of standard operating procedures.
• Designs and prepares daily/weekly/monthly reports/presentations/forms to assess upcoming staffing levels and intervene for any variances.
• Prepares professional quality spreadsheets, charts and graphs. Prepares administrative statistic reports at the direction of supervisor.
• Processes budget transfers, purchase requisitions and tracks expenditures.
• Maintains credentialing compliance spreadsheet for monitoring of all contracted SANE nurses.
• Processes Nursing Assistant recertifications and monitors/manages associated budget.
• Creates and monitors regulatory logs upon direction of supervisor. Communicates gaps in compliance to supervisor.

Qualifications

Required: Bachelor‘s degree and at least 2 years of relevant healthcare experience. Hands on experience working with Microsoft Office applications. In-depth Microsoft Excel reporting and analysis skills. Excellent communication/interpersonal skills.

Preferred: Hospital administrative and/or supervisory experience. Master’s degree. Experience working with Nurse Staffing. In depth knowledge of Cerner/Clairvia. Effective delegation skills.

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

Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

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• 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 University Hospital and related facilities.

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 Medicine’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 hiring department will be responsible for any fee incurred for examination.

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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 (631)632-6280.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed.

Visit our page to learn about the total rewards we offer.

Stony Brook University 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.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $65,878 – $74,609 / Year.

The above salary range (or hiring range) represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

In addition, all UUP positions have an additional $3,087

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and state pension that add to your bottom line.