Job Information
Stony Brook University Physician Recruiting Assistant in Stony Brook, New York
Physician Recruiting Assistant
Position Summary
The Physician Recruitment Assistant provides comprehensive administrative and operational support to the Physician Recruiting team. This role ensures a smooth and professional candidate experience by coordinating interviews, preparing materials, maintaining documentation, and facilitating timely communication with interview panels and internal partners. The Assistant also assists with budgeting, vendor management, and supports recruitment events and job fairs.
Key Responsibilities
Interview Coordination
Schedule interviews with candidates, physician interview panel members, and other key stakeholders.
Prepare and distribute interview itineraries, candidate packets, and required materials.
Compile interview feedback forms, calculate interview scores, and share overall averages with the interview panels.
Maintain accurate interview calendars, updates, and confirmations.
Recruitment Support
Assist with the creation of professional communication packets, presentations, and information sheets for job fairs and recruitment events.
Support onsite and virtual job fairs, including preparation, logistics, and follow-up.
Manage the preparation and submission of mid-search review data required by the Office of Equity and Access (OEA).
Maintain candidate records, job files, and search-related documentation in accordance with organizational and regulatory requirements.
Administrative & Office Support
Answer phones, triage calls, take accurate messages, and provide timely follow-up.
Schedule meetings and support calendar management for the Physician Recruiting team.
Track recruitment-related expenses, assist with budgeting activities, and process invoices or reimbursement requests.
Order office supplies and maintain inventory for the recruitment team.
Prepare correspondence, forms, and routine communications on behalf of the team.
Assist with new vendor setup, contract routing, and coordination with HR, Finance, and other departments as needed.
Data & Reporting
Maintain accurate databases, spreadsheets, and tracking tools for candidate status, interview outcomes, open searches, and expenses.
Generate reports and dashboards as needed for leadership, Finance, OEA, and internal HR partners.
Support continuous improvement efforts by identifying process efficiencies and recommending enhancements to workflows.
Qualifications
Required:
Associate's degree and 6 months experience in a human resources administrative support role.
Ability to manage multiple priorities and tasks and work in a fast-paced environment.
Demonstrated proficiency with computer software, including Microsoft Office applications, Word, PowerPoint, Advanced Excel, Microsoft Outlook.
Ability to work collaboratively and independently.
Must be a team player who can work in a fast paced environment.
Strong written and verbal communication skills.
Preferred:
Familiarity with PeopleSoft, Taleo and/or other HR Information Systems.
Experience in a Healthcare or Hospital System Human Resources.
Bachelors degree
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.
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
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 starting salary range (or hiring range) for this position has been established as ($45,848 - $56,244) Base $4,000 Location.
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.
Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and state pension that add to your bottom line.
Job Number: 2601158
Official Job Title: : TH Instructional Support Assistant
Job Field : Human Resources
Primary Location : US-NY-Stony Brook
Department/Hiring Area: : TA / Physician Recruiting
Schedule : Full-time
Shift : Day Shift Shift Hours: : 8:30 a.m.- 5 pm. Pass Days: : Sat, Sun
Posting Start Date : Mar 31, 2026
Posting End Date : Apr 14, 2026, 8:59:00 PM
Salary: : $43,00 - $56,244 $4,000
Salary Grade: : SL1
SBU Area: : Stony Brook University Hospital
Req ID: 2601158