Job Opportunities

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:

UUP

Job Summary:

The Department of Pathology at SUNY Downstate Health Sciences University is seeking a full-time Assistant to Chair / Senior Staff Assistant. 

General duties and responsibilities will include, but are not limited to:

Executive Support to the Chair

• Provide comprehensive administrative support to the Department Chair’s daily activities.
• Manage faculty reviews and coordinate appointment and reappointment processes for voluntary faculty and staff.
• Facilitate the promotion process for both paid and unpaid faculty.
• Assist with Medical Board appointments and related documentation.
• This support is essential for departmental leadership and mirrors administrative functions in similar roles across the institution.

Academic Program Support

• Coordinate administrative aspects of medical student teaching, including electives.
• Arrange faculty travel, process reimbursements, and reconcile Travel Card usage.
• Process honoraria payments in accordance with institutional policies.

On-Call Schedule Management

• Prepare and distribute departmental On-Call schedules.
• Manage the AMION scheduling system to ensure accuracy and timely updates.

Quality Assurance (QA) Meeting Coordination

• Organize and support QA meetings, including scheduling, preparing materials, and taking minutes as needed.

Residency Program Administrative Support

• Prepare and log resident conference attendance sheets.
• Collaborate with the Residency Coordinator to initiate block evaluations.
• Assist with preparation of annual GME reports (e.g., ACGME, GME Track).
• Prepare files for incoming residents and On-Call binders.
• Assist residents with Letters of Recommendation (LORs) for fellowship applications.
• Provide support for the residency interview process.

Continuing Medical Education (CME) Program Coordination

• Coordinate Residents' CPCs (Clinicopathological Conferences) and Grand Rounds.
• Manage scheduling, speaker logistics, material preparation, and CME compliance.

Examination Proctoring

• Proctor medical student exams, ensuring adherence to exam protocols and a secure environment.

Office Financial and Resource Management

• Handle the purchasing of office supplies and maintain appropriate stock levels.
• Manage and reconcile the department’s petty cash fund.

General Departmental Support

• Provide administrative assistance to the Department Administrator and faculty as needed.
• Support special projects and departmental initiatives.
• Perform other related duties as assigned.

Required Qualifications:

• Bachelor’s Degree from an accredited institution.
• 5+ years of progressively responsible administrative experience, preferably in an academic, healthcare, or medical education setting.
• Alternatively, an Associate’s Degree with 6+ years of directly relevant, high-level administrative experience may be considered. This ensures the candidate is prepared to manage the complex responsibilities associated with a senior-level position, distinguishing it from entry-level roles.
• Demonstrated proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and database management.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to interact professionally with a diverse group, including faculty, staff, students, and external partners.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Proven ability to work independently with minimal supervision and collaboratively within a team.
• Discretion and sound judgment in handling confidential information, particularly in faculty reviews and promotions.
• Or, a satisfactory equivalent combination of education, experience and training to the above listed. 

Preferred Qualifications:

• Prior experience in a Department of Pathology or a similar academic/clinical department.
• Experience with AMION or other medical scheduling systems.
• Familiarity with Graduate Medical Education (GME) and Continuing Medical Education (CME) programs and reporting requirements (e.g., ACGME).
• Experience using university financial systems and processing travel/reimbursements.
• Background in event planning (e.g., Grand Rounds, educational conferences).
• Prior experience in a healthcare or medical education environment is strongly preferred.

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 info@goer.ny.gov.

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 ada@downstate.edu