Are you looking to enhance your career at Downstate? Help us grow as one of the nation's foremost metropolitan medical centers. Lead the charge in serving one of the largest and most diverse populations in New York City. We are highly ranked by Castle Connolly Medical, a healthcare rating company for consumers among the top 5 U.S. leading medical schools for training doctors. Are you ready for the challenge?

Bargaining Unit:

UUP

Job Summary:

The Department of Finance at SUNY Downstate Health Sciences University is seeking a full-time Card Services Assistant / Staff Assistant. The successful candidate will:

• Oversee daily operations for the card programs by monitoring activity, ensuring compliance, and maintaining accurate records for all users and transactions.


• Review cardholder submissions to verify accuracy and compliance with policy.


• Prepare supporting documentation for internal audits, as well as external reviews by the Office of the State Comptroller and SUNY.


• Organize and collect data needed for a variety of financial reports.


• Respond to questions from cardholders by phone and email, resolving customer service issues efficiently.


• Maintain up-to-date Excel files and databases, and track monthly reports to ensure data integrity.


• Handle multiple assignments at once, staying on track even when priorities shift or interruptions occur.


• Communicate clearly and professionally with colleagues at all levels of the university.


• Make sure practices follow New York State and federal financial regulations, plus DMC and NYS internal controls.


• Set up Direct Travel/Concur requests and maintain related records on shared drives.


• Offer flexibility and assist with other tasks as needed, including covering in the Office of Financial Management from time to time.


• Manage expense approvals for cardholders in the relevant systems.


• Generate and distribute monthly transaction reports to your team and stakeholders.


• Keep purchasing card files and communications organized and easily accessible.


• Track and update key card activity metrics.


• Assist in reviewing and adjusting card limits, referring cases when needed.


• Help resolve outstanding payment issues and manage new card applications.


• Train cardholders on guidelines, program standards, and purchasing rules.


• Identify policy violations and address them as needed.


• Provide support to cardholders through various channels as required.

Required Qualifications:

• High School Diploma or equivalent. 


• 1+ year of administrative work experience. 


• Highly proficient with Microsoft Excel, other MS Office suites, and electronic databases.


• Exceptional written and verbal communication skills, with an ability to prepare, proofread, and organize reports and spreadsheets.


• Strong analytical skills and project management capabilities; you're proactive and demonstrate leadership within a team.


• Comfortable working independently and able to prioritize tasks in a busy, deadline-driven office.


• Or, a satisfactory equivalent combination of experience, education and training to the above. 

Preferred Qualifications:

 

Work Schedule:

Monday to Friday; 9:00am to 5:00pm (Full-Time)

Salary Grade/Rank:

SL-2

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 [email protected].

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 718-270-3025.