Administrative Coordinator

The Office of Interventional Cardiovascular Research and Clinical Trials at the Icahn School of Medicine at Mount Sinai seeks an experienced Administrative Coordinator to join our clinical trials group.

The Administrative Coordinator is responsible for providing administrative, programmatic, and operational support in the areas of human resources, business development, contracts and proposal management, as well as administrative support for the Center's Director.

This position is highly interactive and fast-paced, working closely with the clinical research project management team, Center leadership, operations, administration, and finance, and reports directly to the Associate Director of Operations.

Interested candidates will have experience in academic clinical research settings and familiarity with organizational procedures, contract management, and proposal development.

Responsibilities related to HR:

• Serve as liaison for correspondence and personnel-related requirements.

• Coordinate with International Affairs for visa processing, immigration materials, and supporting documentation for international personnel and staff.

• Prepare academic/clinical appointment materials for research fellows and visitors.

• Support onboarding and orientation of new staff, volunteers, and observers.

• Participate in performance evaluations, promotions, transfers, and other personnel transactions as assigned.

Responsibilities related to Business Development and Contracts/Grants:

• Assist in drafting, editing, and assembling proposals for new clinical research collaborations, contracts, and grants.

• Support proposal defense and presentation materials, coordinating with internal and external stakeholders to ensure consistent messaging and alignment with Center priorities.

• Participate in budgetary and scope negotiations with study sponsors and institutional offices under the direction of the Director and Associate Director of Operations.

• Interface with potential study sponsors (non-profit, industry, and federal agencies) to define scope of work and deliverables.

• Track and report on proposal, contract, and amendment metrics and timelines.

• Assist with contract and grant routing, ensuring compliance with institutional and sponsor requirements.

Responsibilities related to administrative support:

• Provide administrative support to the Center Director, including complex calendar management, scheduling of internal and external meetings, and coordination of multi-institutional and sponsor calls.

• Manage travel logistics and itineraries, including conference registration, ground transportation, hotel accommodations, and expense reconciliation.

• Prepare executive briefings, itineraries, and background materials for meetings and events.

• Serve as a point of contact for high-level visitors, collaborators, and institutional partners.

• Assist with document preparation, correspondence, and presentations on behalf of the Director.

Responsibilities related to office operations:

• May provide faculty assistance to high priority projects that require project planning.
• May create and distribute funding opportunities packets, calendars and special alerts.
• Assists in the planning and logistical arrangements for forums, conferences, seminars, and/or meetings. Assist in the development and coordination of informational packets for participants.  Transcribes and distributes minutes.
• Updates requisite information of faculty (CVs and Disclosures) as new contracts are signed.
• Mentoring new administrative hires, providing task related education, review and constructive feedback.
• Performs other related duties.

• Bachelor's Degree or equivalent combination of applicable
• 5 years related administrative or business experience required. Some supervisory experience preferred. Preferably within a healthcare or research environment, including diverse experience in clinical research operations, contract management, system management and internal/external benchmarking.
• Must have a strong working knowledge of Microsoft Office Suite.
• Must possess excellent communication and writing skills, professionalism and ability to work effectively both independently and as a part of a team.
• Ability to set priorities and excellent organizational planning, project management and time management skills