Mount Sinai Careers

Administrative Manager

Elmhurst, New York
Professional / Managerial / Administrative

Job Description

Under direct supervision of Director of Service, supervises daily provision of office support and administrative services. Supervises and assigns work to all administrative support and clerical staff. Day-to-day job requires discretion when handling confidential information, i.e. salaries, clinical credentials, budgetary materials. Job does not involve provision of patient care.

Duties and Responsibilities
  1. Supervise operation of clinical departmental office: prepare or oversee preparation of physician and other clinical credentialing materials, Director’s confidential correspondence, payroll/timesheets for submission to payroll area, subscription or book orders for submission to Purchasing, etc.; maintain departmental accrued leave records and budgetary materials; support clinic scheduling activities; prepare clinical appointment or reappointment packages; complete and submit payroll/HR actions for new hires or changes in employee status. Serve as personal assistant to Director as required.
  2. Supervise provision of administrative support for Director of Service and clinical departmental office: word processing/typing, completion of memoranda, forms and various documents of clinical or administrative character, internal and external correspondence; make take dictation, providing transcription; ensure proper maintenance of departmental files.  Perform administrative support functions as required.
  3. Perform office support functions: answer telephones, record messages, open and distribute mail for department head and other staff; schedule meetings and appointments for Director of Service and other department heads; maintain calendar for Director; order office supplies for department; perform miscellaneous scheduling duties for other department members. Complete travel arrangements for Director of Service and other department members. Coordinate job candidate/professional applicant interviewing process.
  4. Coordinate resident scheduling. Generally, under physician guidance, prepare monthly in-house attending and resident on-call schedules. Arrange employee continuing education enrollment. Follow up with clinicians in regard to completion of incomplete medical records/charts.
  5. Supervise office support staff including but not limited to the residency coordinator; delegate routine work to staff as appropriate, checks works product for accuracy; evaluate performance; manage time and attendance including approving leave requests. Recommend hiring, termination, and discipline relevant to incumbents or job candidates.
  6. In offices involved with private practice plans, perform functions supporting physician billing and administration of private practice. Expedite resolution of problems and billing inquiries.
  7. Perform as departmental liaison with H+H administration and all areas of Mount Sinai management such as Administration, Finance and Human Resources. Serves as initial contact for external regulatory and governmental entities making inquiries of various types.
  8. Perform related duties as requested by Director of Service. Perform work of other employees during temporary absence or leaves. Perform data entry as required. Any other duty as may be assigned.

-Work requires a minimum level of knowledge ordinarily acquired through completion of an Associate’s degree.

-Knowledge of office supervision, clinical administration, computerized recordkeeping and budgetary concepts at a level normally acquired through eighteen months to two years of progressively more responsible experience.

-Problem-solving and analytical ability necessary to solve problems of moderate complexity (expediting credentialing, meeting reporting deadlines, resolving human resources management problems). Standard methods, guidelines, and procedures govern work performed. Discretion required in handling confidential clinical, budgetary and administrative matters. Job requires high degree of accuracy, as work product generally supervised by Director.

-Good written and oral communication skills are mandatory. Excellent interpersonal skills are required to communicate effectively with senior administrative and clinical staff from all disciplines, as well as private, regulatory, and governmental) agencies.

-High levels of organizational skills are needed to provide tracking and follow up of multi projects. Ability to focus and be detailed oriented.

The Mount Sinai Health System is an equal opportunity employer. We promote recognition and respect for individual and cultural differences, and we work to make our employees feel valued and appreciated, whatever their race, gender, background, or sexual orientation.
EOE Minorities/Women/Disabled/Veterans

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