Job Opportunities

Senior Staff Assistant

Apply now Job No: 496364
Department: GME OFFICE
Local Title: Senior Staff Assistant
Budget Title: Senior Staff Assistant
Work Type: Full Time
Location: Brooklyn, NY
Categories: Administrative


Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:


Job Summary:

The Department of Graduate Medical Education (GME) in the College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant. Reporting to the GME Director and Associate Dean for GME, the successful candidate will:

  • Provide administrative support to the GME Director and Associate Dean for GME.
  • Staff and provide administrative support for the monthly Graduate Medical Education Committee Meeting, several subcommittee meetings (including Scholarly Activity, Diversity Equity and Inclusion House Staff (DEIHC), Resident Forum and ad hoc committees as needed.
  • Scheduling meetings.
  • Assemble and distribute materials.
  • Record, compile and distribute minutes.
  • Prepare approval letter, request for actions plans and other information, and follow-up correspondence.
  • Attend and participate on the Program Monitoring Committee, the Institutional Oversight Committee and the Clinical Learning Environment Committee.
  • Schedule, prepare and organize faculty and staff development activities including but not limited to GME Faculty Development Retreats, Chief Residents Retreat, GME Soundbites, other institutional GME development programs:
    • preparing the itinerary
    • arranging for speakers
    • conference arrangements including booking location, arranging meals colleting and assembling materials, preparing attendance sheets, managing and staffing conference participant registration.
    • facilitating activities throughout the conference including the smooth transition between session.
    • managing conference payment invoices and honoraria, stipends and guest expenses
    • coordination CME requirements
  • Manage and maintain Associate Dean for GME & DIO calendar
  • Assist with the residents learning and working conditions survey through site visit scheduling and preparations, conducting survey visits, documentation, photographing and reporting.
  • Collaborate with the committee and facilitates the process of Resident Awards by ordering and verifying for accuracy.
  • Contribute to the preparation of the institutional review document and the ACGME institutional site visit, and CLER site visit as well as ongoing communications with ACGME regarding these visits.
  • As needed, assist with the credentialing of Residents and Fellows by verifying original documents.
  • Assist with updates for the GME website.
  • Contribute to the annual mandatory orientation for incoming Residents and Fellows by participating and contributing to the planning committee responsible for the campus tours recruitment video.
  • Manage graduation activities including end of training celebrations, negotiating permits, space, food, entertainment, ordering and distribution of certificates, presents and awards.
  • Assist the Director with purchasing needs adhering to purchasing protocols of account payable purchasing, central stores and duplicating.
  • Assist with purchasing needs for the coordinators forum activities including the health fair and annual meeting.
  • Assist with purchasing needs for the coordinators forum activities including “Thank a Resident Day" and for the programs selected for awards.
  • Arrange GME related travel for staff members including travel authorization, registration, flights, accommodations and reimbursement.
  • Assist the Director in ensuring compliance with ACGME, JACHO and other entities by helping to monitor program activities and reporting to GME committee, the DIO and appropriate related offices.
  • Coordinate communications and meetings between the GME Office/GME Committee and Program Directors, Coordinators, Department Chairpersons, Residents/Fellows and institutional leadership.
  • Administrative support to the Associate Deans for GME and the DIO.
  • Participate in special projects and activities as needed in the GME office including administrative support for due process/appeals hearings and special program reviews.

Required Qualifications:


Preferred Qualifications:

  • Bachelor's Degree.
  • 2 years of responsible administrative experience.
  • Advanced educational attainment or specialized experience will be required as applicable.

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:


Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at


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