Administrative Manager - SB Clinical Practice Management

Administrative Manager - Stony Brook Children's Service, UFPC

Location: Stony Brook, NY

Schedule: Full time

Days/Hours: Monday - Friday; 8:30 AM - 5:00 PM. (Some flexibility required)

Salary Range: $74,180 - $94,540 (pay will be determined based on experience, preferred qualifications, and education)

Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee. 

The above salary range (or hiring range) represents Stony Brook CPMP’s good faith and reasonable estimate of the range of possible compensation at the time of posting

SUMMARY:The AdministrativeManager will oversee the education, administrative and reporting team within the department, which includes, but not limited to,a large multi-specialty administrative team, residency and fellowship coordinators, and other team members.The incumbent will assist the Department Administrator in managing administrative, educational, procurement and budget priorities. The Administrative Manager will also lead various operations projects, ensuring the efficient use of resources and compliance with departmental policies and procedures. 

Job Duties & Essential Functions: 

• Administrative Management: Support the Department Administrator in overseeing key areas including administrative processes, educational initiatives, procurement, and budget management to align with departmental priorities. 

• Personnel Coordination:Organize and assign work tasks, manage team vacation and holiday schedules, and oversee payroll administration to ensure smooth daily operations.Additional responsibilities include: 

• Team Coordination:Lead regular team meetings and check-ins to facilitate open communication, streamline information sharing, and coordination of care and services to enhance office efficiency. 

• Conflict Management: In coordination with the Administrator and under guidance from Human Resources, address conflicts, resolve issues, and handle disciplinary matters in a fair and professional manner. 

• Recruitment and Development: Partner with Human Resources in all matters related to recruitment, training, and professional development of the administrative team. Ensure compliance with department standards, implementing corrective actions as necessary. 

• HR Reporting and Surveys: Assist the Department Administrator in distributing materials and gathering data for various Human Resources related initiativesand projects: i.e.: employee satisfaction surveys, job analysis,etc.   

• Financial and Budget Support: Contribute to budget planning, monitoring, and reporting for the department to maintainaccurate financial oversight and compliance. 

• Procurement Management: Collaborate with the Business Analyst and Finance department to handle expense reimbursements for physicians and staff, process vendor payments andprovide guidance on purchasing policies and procedures. 

• Project Management: Drive departmental projects as assigned by senior management, ensuring alignment with department goals and timely, efficient execution. 

Required Qualifications: 

• Bachelor’s degree in business administration, healthcare management, or related field.In lieu of degree, will accept 4 years of experience in operations or healthcare management.  

• 5 years of experience in operations or healthcare management. 

• 1 year of supervisory experience.  

• Professional, adaptable, resourceful 

• Excellent communication, organizational, and conflict resolution skills. 

• Ability to manage multiple priorities, work effectively in a fast-paced environment, and lead a diverse team. 

• Proficiency in Microsoft Office Suite 

Preferred Qualifications: 

• Strong understanding of budget management, procurement processes, and financial oversight. 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. 

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP. 

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    

Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. 

CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training.

CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.