Emergency Services Coordinator - EMS

Position Summary

At Stony Brook Medicine, the Emergency Services Coordinator will provide a wide range of administrative functions. The incumbent must be detail oriented, possess excellent organizational skills and have the ability to multi-task. The incumbent presents a professional appearance and exercises sound judgement and communication skills when working with staff, faculty, physicians, senior leadership and outside vendors and guests.

Duties of the Emergency Services Coordinator may include but are not limited to the following:

• Provides comprehensive administrative and operational support to assigned departments, with primary responsibility for Emergency Medical Services Emergency Management (EMS), Emergency Department, Internal Medicine and may assist the Emergency Management with administrative or operational needs, as assigned

• Manages calendars, schedules meetings, coordinates conference rooms, audiovisual needs, and meeting logistics.

• Tracks departmental expenditures and assists with financial reconciliation and recordkeeping through the completions of multiple Excel files.

• Provide full range of administrative assistance, including but not limited to receptionist type duties, greeting & directing visitors, answering telephones, taking and recording meeting minutes, copying, scanning, typing and Outlook calendar maintenance.

• Prepare and track requisitions and submissions for new potential employee candidates

• Keep, update and maintain records and spreadsheets related to requisitions posted in Taleo.

• Assists the EMS Leadership with events and meetings, including but not limited to preparing agendas, flyers, sign-in sheets, conducting tours.

• Processes requisitions for supplies and capital equipment utilizing all Stony Brook and outside systems including WB Mason, Lawson, Amazon, RICOH, etc.

• Schedule other departmental operational meetings with various interdisciplinary group Manages

• Oversees the budget for multiple departments including the tracking of all expenses, budget reconciliation forms and expenditure reports.

• Coordinates ACLS course calendar, registration, card generation and scanning of completed course paperwork.

• Processes charges for patients transported by ambulance.

• Interfaces with Revenue Cycle Management to improve the ambulance revenue cycle.

• Other duties as assigned.

Qualifications

Required Qualifications: Associate’s degree. At least 3 years of administrative and/or supervisory experience. Proficient in all Microsoft Office applications including Word, Excel and Outlook. Please Note: Verification of degree (e.g., diploma or official transcript) is required for this role. Upload of documentation must be included with your application for consideration.

Preferred Qualifications: Administrative experience working for executive leadership in an academic, clinical or research environment. Certification as a NYS Emergency Medical Services Technician. Demonstrated experience in handling administrative functions with independence and accountability.

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*
• 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.

Anticipated Pay Range:

The salary range for this position is listed below. This range reflects Stony Brook University Hospital’s good faith and reasonable estimate of potential compensation at the time of posting.

The final offer will be determined based on the candidate’s verified years of relevant, comparable experience. Please note that misrepresentation or inflation of experien