Assistant to the Chair

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher) from a college or university program accredited by an agency recognized by the Council for Higher Education Accreditation (CHEA). Three (3) years of full-time administrative experience. Experience in healthcare, academic or educational setting. Administrative experience related to human resources and/or budgeting. Experience coordinating events. 
Preferred Qualifications:
Experience working in dental or surgical settings. Experience using Interfolio. Experience with Microsoft Office including but not limited to strong Excel skills. Experience using New Innovations.
Brief description of Duties:
Reporting to the Chair of Oral and Maxillofacial Surgery, the incumbent will provide administrative support in the areas of academic and clinical administration, budgetary, and human resources. 
Duties:

• Academic and Clinical Administration:        
  • Track student/resident/faculty performance for Predoctoral Program and Residency programs in the divisions of Oral and Maxillofacial Surgery, Oral and Maxillofacial Pathology, Dental Anesthesiology, and Hospital Dentistry.
  • Ensure all predoctoral course content, scheduling, and grading is posted on CBase in a timely fashion.
  • Proctor examinations.
  • Set up Zoom format/Teams format lectures/meetings for predoctoral students and residents as needed.
  • Create and coordinate all clinical rotation schedules. This includes hospital rotations, dental school clinics, community service clinics, and any other off-site centers that are affiliated with the School of Dental Medicine (SDM).
  • Maintain a database of all exams, progress reports, students’ clinical activity, assessments and competency exam progress.
  • Ensure that the schedule is generated and distributed to all faculty, students, residents, and staff.
  • Ensure that all residency applications and associated materials are completed in a timely manner to ensure students/residents are able to apply for advanced educational programs.
  • Act as a liaison as necessary between the University Hospital medical staff office and the SDM.
  • Act as a liaison as necessary between the University Hospital GME office and the SDM.
  • Collect and maintain necessary data and documentation to be utilized for communication on Dental Accreditation site visits and interim reports and surveys for both predoctoral and advanced education programs in the department and programs.
  • Provide administrative assistance for the Residency Program(s).
  • Monitor New Innovations Resident Management System for electronic submissions of resident/student evaluations by faculty and faculty evaluations by residents/students in the Advanced Education Programs.
• Budgetary:        
  • Develop the submission of grant applications, including reporting requirements and data collection with analysis for current grants, maintaining budget for grant, learning the grant management software PIAI, performing monthly reconciliation of all grant, preparing all requisitions including travel and post to account in accordance to the grant.
  • Plan and prepare the department’s budget and perform routine monthly reconciliation and analysis for internal and external purposes, which includes maintaining all necessary documentation.
  • Ensure contracts and affiliations do not expire.
• Professional Development Awards: 
  • Guide faculty through the process of obtaining awards as well as the Dean’s match. 
  • Provide any assistance needed and follow-up on payment.
• Travel reimbursement:
  • Process all travel reimbursement requests for Chair, faculty, residents, and students. Review for accuracy, correct as necessary, and provide approval to pay quarterly payment requests from affiliated institutions for resident services.
• Faculty Affairs Support:     
  • Collaborate in compiling all required documents for personnel transactions, faculty appointment packages, faculty renewals, visas, monitoring faculty and professional appointments with respect to expiration dates for contract renewal and permanent appointment.
  • Coordinate SDM credentialing for all OMFS department faculty and staff and communicate with faculty and HR regarding required credentialing and deadlines. Ensure and maintain up to date credentialing for Stony Brook residents and all residents rotating through the SDM and SBUH to ensure compliance with Stony Brook Medicine and SDM requirements.
  • Collect annual faculty review self-reports, and annual faculty performance evaluations from faculty for chair’s review and submit final review to administration.
  • Prepare files for annual and interim evaluation of residents by the program director.
  • Provide all necessary forms and information, including final grade transcripts for graduating residents. 
• Administrative:        
  • Arrange business travel for the faculty and residents. Prepare and process travel vouchers. Ensure payments are received.
  • Schedule, organize and set up meetings for the department, chair, and division leaders.
  • Coordination resident and student request for letters of recommendation from the chair and the faculty.
  • Responsible for the administrative and clerical support as needed by the department faculty, staff, residents, and students for meetings, classes, etc.
  • Communicate with School of Dental Medicine faculty, staff, students, residents, Stony Brook University community, and outside community via email, phone, or postal mail as required.
  • Schedule meetings, take, and maintain all meeting minutes.
  • Ensure that the day-to-day activities are handled efficiently, with a high degree of accuracy and in the most expeditious manner possible, meeting procedural guidelines and time constraints.
  •  Answer the phone for chair, full-time faculty, and salaried part-time faculty. Summarize and prioritize messages, and email to the individual.
  • Responsible for ordering, distribution, and keeping a record on all office supplies, including scrubs and Personal Protective Equipment. Maintaining optimal function of office machines.
  • Submit IT tickets to resolve hardware and software issues for chair, faculty, and residents.
  • Provide primary administrative support to the program directors.
  • Coordinate and oversee all program schedules for residents including orientation, clinic, didactic, rotation, and on-call. Develop and coordinate resident rotation and lecture schedules with interdisciplinary programs.
  • Coordinate leave time requests and faculty correspondence.
  • Ensure communication with and scheduling for voluntary faculty.
  • Assist the department chair and program directors in all aspects of accreditation preparation including the preparation, publication, and distribution of the CODA Accreditation Self-Study document. Organize the preparation for the accreditation site visit and coordinate the site visit schedule and agenda. Act as direct liaison to the CODA accreditation organization.
  • Oversee the maintenance of departmental resident alumni databases for reporting purposes and develop and implement activities, events, and communications with alumni.
  • Oversee and approve residents' time-off requests. Develop, organize, and supervise the maintenance of resident personnel files and portfolios.
  • Supervise the receipt, compilation, and completion of prospective resident program admission applications. Ensure that applications meet admission requirements and eligibility.
  • Oversee interview process including development and coordination of interview schedule and agenda.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption. Must be able and willing to work 8-4 to proctor exams occasionally.
In addition to the employee's base salary, this position is eligible for $3,087 UUP annual location pay, paid biweekly.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.
For this position, we are unable to sponsor candidates for work visas.
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.
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