Administrative Coordinator

3 days ago

New York, United States Mount Sinai Health System Full time
Job Description

We are seeking dynamic and dedicated Administrative Assistant to provide comprehensive support to the Vice Chair of the Urology Department. This role is instrumental in managing the Chair's complex and dynamic schedule, including academic, clinical, and administrative responsibilities. We are looking for an individual who is eager to learn, possesses a proactive mindset, and can thrive in a fast-paced environment. The role requires effective communication skills, the ability to manage various tasks simultaneously, and a keen attention to detail.
  • Opportunities for professional development and growth within a prestigious healthcare system.
  • Dynamic and supportive work environment.
Responsibilities

Daily Operations:
  • Manage and maintain the Vice Chair comprehensive schedule, including clinical, academic, and administrative commitments.
  • Arrange and confirm meetings, zoom calls, and conferences.
  • Prepare and provide a daily schedule for review. Ensure synchronization of surgical, clinical, academic, travel and administrative calendars.
  • Handle a wide range of email correspondences, ensuring timely responses and follow-ups.
  • Manage the Vice Chair's phone calls and text messages, ensuring timely responses.
  • Transcribes and distributes minutes.
  • Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments.
Recruitment:
  • Collaborate with HR for recruitment and onboarding processes for research & clinical practice team
Travel and Event Coordination:
  • Arrange domestic and international travel logistics, including flights, accommodations, conference participation and maintaining a travel calendar.
  • Handle travel reimbursements and maintain detailed records.
  • Assist in organization of departmental events, conferences, seminars, meetings and/or visiting professorships.
Administrative Duties:
  • Manage licenses, insurance, and professional memberships.
  • Maintain and update NIH Biosketch and CV.
  • Maintain databases for various departmental needs.
  • Handle the ordering of supplies, items and food, and maintaining detailed records of purchases.
  • Oversee financial aspects, including reimbursements and invoice management.
Academic and Clinical Support:
  • Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included.
  • Support clinical trial coordination and manage related documentation.
  • Handle various tasks in Sinai cloud including conflict of interest, requisitions, and approvals.
  • Manage travel requests and expense reconciliation.
Qualifications
  • Bachelors Degree or equivalent combination of applicable
  • 5 years related administrative or business experience required. Some supervisory experience preferred.
  • Exceptional organizational and time-management skills.
  • Proficiency in Microsoft Office Suite.
  • Strong written and verbal communication skills.
  • Familiarity with travel coordination.
  • Ability to handle sensitive information with discretion and confidentiality.
  • Flexibility to adapt to changing priorities and manage multiple tasks simultaneously.
About Us

Strength Through Diversity

The Mount Sinai Health System believes that diversity, equity, and inclusion are key drivers for excellence. We share a common devotion to delivering exceptional patient care. When you join us, you become a part of Mount Sinai's unrivaled record of achievement, education, and advancement as we revolutionize medicine together. We invite you to participate actively as a part of the Mount Sinai Health System team by:
  • Using a lens of equity in all aspects of patient care delivery, education, and research to promote policies and practices to allow opportunities for all to thrive and reach their potential.
  • Serving as a role model confronting racist, sexist, or other inappropriate actions by speaking up, challenging exclusionary organizational practices, and standing side-by-side in support of colleagues who experience discrimination.
  • Inspiring and fostering an environment of anti-racist behaviors among and between departments and co-workers.

At Mount Sinai, our leaders strive to learn, empower others, and embrace change to further advance equity and improve the well-being of staff, patients, and the organization. We expect our leaders to embrace anti-racism, create a collaborative and respectful environment, and constructively disrupt the status quo to improve the system and enhance care for our patients. We work hard to create an inclusive, welcoming and nurturing work environment where all feel they are valued, belong and are able to advance professionally.

Explore more about this opportunity and how you can help us write a new chapter in our history

"About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 43,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time - discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes approximately 7,400 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics and top 20 in Cardiology/Heart Surgery, Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report's "Best Children's Hospitals" ranks Mount Sinai Kravis Children's Hospital among the country's best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 14 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek's "The World's Best Smart Hospitals" ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

The Mount Sinai Health System is an equal opportunity employer. We comply with applicable Federal civil rights laws and does not discriminate, exclude, or treat people differently on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, or gender expression. We are passionately committed to addressing racism and its effects on our faculty, staff, students, trainees, patients, visitors, and the communities we serve. Our goal is for Mount Sinai to become an anti-racist health care and learning institution that intentionally addresses structural racism."

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