Mount Sinai Careers

Administrative Assistant II, Department of Neurosciences

New York, New York
Professional / Managerial / Administrative


Job Description

Strength Through Diversity

Ground breaking science. Advancing medicine. Healing made personal.

 
Administrative Assistant II - 2297396
 
Roles & Responsibilities:
 

This position provides a wide variety of administrative support services including budget preparation and control activities, preparation and control of records, statistics and reports regarding operations and personnel matters. May serve as administrative liaison with others related to purchasing, human resources, facilities and operations. Typically reports to a division head.

 

Internal meeting scheduling

  • Assistant is responsible for scheduling a large number of weekly, bi-weekly, monthly and ad hoc meetings with mentees, project groups, seminars and Works-In-Progress meetings, and for coordinating virtually all meetings of Center faculty and staff, including securing meeting rooms for these internal meetings
  • Assistant is also responsible for scheduling faculty time with a large number of search committees and various campus-wide task forces and review boards
 

External Meeting Scheduling

  • Assistant is responsible for coordinating the schedules of Center faculty with NIH and external funders for collaborator teleconferences and web-based meetings, usually on a weekly, bi-weekly or monthly basis
  • For outside collaborators who are nearby, monthly face-to-face meetings may be needed and Assistant will help schedule these and secure suitable meeting venues
  • Assistant will also ensure that all upcoming conferences, external board meetings, speaking engagements, and help co-coordinate a seminar series at Rockefeller University
 

Meeting planning

  • For collaborator meetings on three grant projects, handle meeting logistics for about five meetings per year, including attendee lists, notifying security; securing meeting rooms, making catering arrangements, signage and day-of-meeting set up
  • Assistant is responsible for monthly team celebrations of birthdays, both scheduling the events and handling the logistics of the events, and for coordinating team effort for one or two Alzheimer’s Walks every October
  • Similar logistics are often needed for funder visits, on-site press interviews and film crew visits
 
Recruitment
  • When suitable candidates for the lab have been selected by the Center Director or faculty for on-site interviews, assistant will coordinate the selection of dates, arrange interviews with faculty and staff and schedule a candidate seminar presentation, for which flyers must be designed and posted, lodging arranged, dinner reservation and seminar room secured and the candidate’s travel reimbursed
  • When candidates are selected by faculty for web-based interviews, assistant will secure needed meeting rooms, schedule staff/faculty meetings by phone or web with the candidates, and schedule a dry run to ensure there are no firewall or other access issues for the candidates
  • With international candidates accept offers of employment, Assistant will coordinate all visa applications
  • For all accepted candidates, Assistant will coordinate follow up efforts with faculty or postdoc housing staff, IT, department administration, EHS, HR, telecom, and any other needed internal office to ensure start date happens as scheduled and onboarding is seamless
 
Grants
  • Assists with grant preparation as needed
 

Website Maintenance and Review

  • Work with electronic media team, Center Director and Center faculty to ensure that web pages for the Center are kept up to date and fresh


Liaison

  • Assistant acts as a liaison for all Center staff with IT, facilities, housekeeping and security
  • When building alarms sound on the floor for Center staff, Assistant should alert those in outer offices to the accompanying verbal explanation of the alarms – the messages are often garbled or unheard in some of the faculty offices; after hours, Assistant may help notify the team when a freezer alarm sounds


Supplies and Purchases

  • Upon request from Center faculty or staff, price requested supplies and order via approved Mount Sinai ordering portal
  • For larger purchases, obtain preapproval from Center Director
  • Review catering supplies on a monthly or bi-monthly basis and coffee tea supplies on a weekly basis
  • Review center copier paper supplies on a weekly basis and help restock all copiers and printers as needed
  • Assistant is responsible for ordering lab coats for all Center users of the tissue culture facility and for all Center faculty
  • Upon request from Center faculty or staff, place Purchase order in SinaiCentral. Note that the lab manager usually handles these, but for recruitment advertising over the cost threshold, or for some contracts, Assistant to the Director should file these larger requisitions


Travel and Expenses

  • Assistant is responsible for helping shepherd travel arrangements for Center staff, for visiting speakers (at Mount Sinai or at the Rockefeller University multi-institutional Seminar Series), for Center recruits; for shepherding reimbursements for that travel and for ad hoc expense reimbursement for center staff and for other staff on behalf of Center projects
  • Assistant is responsible for reconciling the Center Director’s corporate American Express card monthly charges
 
  • Performs other related duties.
 
Requirements:
  • Associate's degree or equivalent combination of experience; Bachelor's preferred
  • Experience:
  • 4+ years related administrative or business experience
  • Required Competencies include:
    Knowledge of office and administrative practices
    Knowledge and skill in accounting and budgeting techniques
    Skill in use of personal computers and software
 
Strength Through Diversity
 

The Mount Sinai Health System believes that diversity is a driver for excellence. We share a common devotion to delivering exceptional patient care. Yet we’re as diverse as the city we call home- culturally, ethically, in outlook and lifestyle. 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 work hard to acquire and retain the best people, and to create a welcoming, nurturing work environment where you can develop professionally. We share the belief that all employees, regardless of job title or expertise, can make an impact on quality patient care. 

 

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

 
Who We Are
 

Over 38,000 employees strong, the mission of the Mount Sinai Health System is to provide compassionate patient care with seamless coordination and to advance medicine through unrivaled education, research, and outreach in the many diverse communities we serve.

 

Formed in September 2013, The Mount Sinai Health System combines the excellence of the Icahn School of Medicine at Mount Sinai with seven premier hospital campuses, including Mount Sinai Beth Israel, Mount Sinai Beth Israel Brooklyn, The Mount Sinai Hospital, Mount Sinai Queens, Mount Sinai West (formerly Mount Sinai Roosevelt), Mount Sinai St. Luke’s, and New York Eye and Ear Infirmary of Mount Sinai.

 

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