Executive Assistant to the Chief Quality Officer

The Executive Assistant provides administrative and project management support to the Chief Quality Officer for Stony Brook Medicine. Incumbent is responsible for maintaining the Chief Quality Officer''s calendar, coordinating meetings and conferences, and making travel arrangements. The incumbent will also assist in the development of presentation materials and any major project related tasks. They will assist in the development and monitoring of the annual budget. She/ He will also be responsible for arranging periodic CQO office communications (email blasts and blog) in coordination with SBM communications.Duties of an Executive Assistant to the Chief Quality Officer may include the following but are not limited to the following: Receives and effectively screens incoming telephone calls, mail, and visitors; researching and responding to various inquires while directing other inquiries as necessary to responsible areas. Responsible for the preparation and/or coordination of official correspondence and formal presentations by the Chief Quality Officer that are accurate, complete and meet quality standards for appearance and presentation. Generates scheduling, correspondence, location reservation and meeting minutes for CQO meetings as required. Responsible for the Chief Quality Officer''s calendar by setting priorities for activities and appointments and keeping abreast of activities throughout SBUH, HSC, the SBU Campus, the local Community, and elsewhere that may require the Chief Quality Officer''s attention. Attend meetings as representative for the Chief Quality Officer, as needed. Coordinates personnel actions for the Chief Quality Officer. This includes recruitment, appointments, interactions with outside agencies in the search process, performance programs, interactions with search committees, tracking staff evaluation due dates, recertification schedules and employee health evaluations, as required. Maintains confidential files for disciplinary and other medical staff issues. Ensures compliance with applicable laws and regulatory requirements by keeping abreast of regulatory issues. Drafts responses for the Chief Quility Officer for regulatory and accrediting agencies in a timely manner. Maintains familiarity with current trends in medical operations including safety, quality and efficiencies of care. Works as a resource to the direct reports of the CQO facilitating coordination of complex activities involving Medical Staff Affairs, Clinical Risk Management, Quality and Patient Safety, Graduate Medical Education, Hospital Nurse Practitioners & Regulatory Affairs. Compiles budget data and manages the budget for the Chief Quality Officer. The incumbent will be responsible for reviewing, coordinating, and encumbering funds for the division. Prepare, monitor, coordinate and expedite purchase requisitions and services for the Chief Medical Officer, review invoices for accuracy prior to payment, perform data entry necessary to input expense information into spreadsheet format for the maintenance of records and preparation of reports as needed. Prepares and coordinates meeting travel and participation in virtual meetings as well as follow-up and reimbursement for the Chief Quality Officer for local and national conferences and speaking engagements. Helps process meeting and travel financial approvals and associated accounting paperwork for directly reporting Senior Directors. Patient Safety Officer and Associate Director of Quality, Director of Quality and Director of Quality Measurement and Analytics as specified by the CQO. Provides clerical support for divisional education. Maintains property control records as needed. Other duties and responsibilities as assigned. Qualifications Required: Bachelor''s degree. At least 3 years of experience in a senior level administrative assistant position. Proficiency in Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook.) Incumbent must have excellent interpersonal skills and the ability to function as a team member. Incumbent will also have the ability to maintain a professional demeanor at all times. The incumbent must be able to work autonomously and make clear concise decisions in highly confidential matters. Incumbent must have excellent verbal and writing skills with the ability to multitask to adequately represent the Chief Medical Officer. Preferred: Proficiency in Microsoft Office products (i.e., Word, Excel, PowerPoint, Outlook.) Incumbent must have excellent interpersonal skills and the ability to function as a team member. Incumbent will also have the ability to maintain a professional demeanor at all times. The incumbent must be able to work autonomously and make clear concise decisions in highly confidential matters. Incumbent must have excellent verbal and writing skills with the ability to multitask to adequately represent the Chief Medical Officer. Special Notes: Resume/CV should be included with the online application. In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes ''continuously require all personnel to be fully vaccinated against COVID-19,'' Candidates who are not already partially vaccinated must 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 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 includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law. 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. 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* Successfully complete a Background Check investigation. 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.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 here. Visit our WHY WORK HERE page to learn about the total rewards we offer. 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Created: 2025-11-15