Administrative Support Assistant - Talent Development and Learning Center

Position Summary

The Administrative Support Assistant, reporting to the Director of the Talent Development and Learning Center (TDLC), performs a variety of office-related services to assist the Director and the TDLC team.

Duties of an Administrative Support Assistant may include the following but are not limited to:

• Assists with the creation of new Learning Management System (LMS) user profiles. Ensures all required information is available to create the profiles, including but not limited to Employee ID numbers. Follows up with Talent Acquisition as needed to ensure the timely creation of user profiles in advance of bi-weekly new employee orientation.

• Creates new user profiles in the LMS ensuring accuracy and timeliness.

• Prepares and disseminates orientation details to new hires in advance of orientation. Sends new hires needed credentials to access the LMS.

• Assists new hires with questions related to orientation within scope of responsibility. Escalates questions as needed to the TDLC team, TA Team or TDLC Director as appropriate.

• Supports the LMS Administrator with troubleshooting and resolving access issues for new hires.

• Tracks orientation attendance and progress of orientation participants. Reports progress of participants and escalates any concerns or issues to appropriate team member.

• Monitors class/training registration rates and alerts TDLC team members of low registration rates and/or of the potential to exceed registration capacity.

• Reviews LMS reports and other training data to ensure that data has been properly transmitted to the HRIS (PeopleSoft). Assists with data uploads to PeopleSoft and or makes manual corrections/updates in PeopleSoft as needed.

• Produces reports from courses and data management systems. Presents summary information and detail in an organized and professional manner.

• Supports the TDLC team by reserving conference/training space, disseminating communication to training participants, setting up classes in the LMS, assigning classes to participants, assisting participants with LMS access issues and/or questions, etc.

• Partners with TA Specialists and/or Leave Specialists when employees are returning from leave of absence to coordinate the completion of any required training upon their return.

• Provides general administrative support including taking messages, electronic filing, preparing correspondence, preparing spreadsheets, proofreading documents, scheduling meetings for the TDLC Director and/or TDLC team as directed.

• Performs other related duties as assigned.

Qualifications

Required Qualifications:

• Associate's degree and at least 2 years of experience in an administrative support role or, in lieu of degree, at least 4 years of experience in an administrative support role.

• Experience managing multiple priorities and tasks in a fast-paced environment.

• Strong data entry and database management skills

• Demonstrated proficiency with Zoom and Microsoft Suite (Word, Excel, PowerPoint, Outlook, Teams) Ability to work collaboratively and independently

• Strong written and verbal communication skills.

• Exceptional customer service and interpersonal skills

Preferred Qualifications:

• Familiarity with PeopleSoft, Taleo, HealthStream LMS and/or other HR Information Systems.

• Experience in a Healthcare or Hospital System Human Resources

• Bilingual in Spanish

• Demonstrated proficiency in advanced Excel functions including pivot tables, complex formulas, and macro development to support department reporting and analytics.

Special Notes : Resume/CV should be included with the online application.

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.

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• 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 .

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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.

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Visit our WHY WORK HERE page to learn about the total rewards we offer.

Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The salary range (or hiring range) for this position is $43,372 - $57,222 / year.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

• Location pay for UUP, CSEA & PEF full-time positions ($3400)

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.

Job Number: 2501096

Official Job Title: : TH Staff Assistant II

Job Field : Human Resources

Primary Location : US-NY-East Setauket

Department/Hiring Area: : Human Resources - Talent Development and Learning Center

Schedule : Full-time

Shift : Day Shift Shift Hours: : 8:30 AM - 5:00 PM Pass Days: : Sat, Sun

Posting Start Date : Mar 21, 2025

Posting End Date : Apr 4, 2025, 8:59:00 PM

Salary: : $46,772 - $60,622 / Total

Salary Grade: : SL1

SBU Area: : Stony Brook University Hospital

Req ID: 2501096