Administrative Coordinator

Description

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

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.

Qualifications

• 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

Employer Description

Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next 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 48,000 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 more than 9,000 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, top 5 in Cardiology/Heart Surgery, and top 20 in 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. 11 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.

Equal Opportunity Employer

The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization.

Compensation

The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $ $74250 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.