Mount Sinai Careers

Administrative Assistant I, The Division of Hematology and Medical Oncology

New York, New York
Professional / Managerial / Administrative

Job Description

Strength Through Diversity

Ground breaking science. Advancing medicine. Healing made personal.

Roles & Responsibilities:

The Administrative Assistant I provides a wide variety of administrative support services for one or more individuals, a department or a division.  The responsibilities of the position also include administrative support, preparation and coordination of clinical data for patient care, and serve as a liaison between patients, clinicians and/or other departments.


Duties and Responsibilities:

  • Provide clinical and administrative support to an assigned physician(s), which consists of answering routine and specific administrative inquiries.
  • Triage and screen all calls in a respectful and courteous manner; transfer calls to appropriate individuals for follow up and/or response.
  • Coordinate the scheduling of patient office visits, treatment visits and procedures for patients in all computer systems or as necessary, not limited to EPIC and Cerner, accurately and timely.
  • May screen and schedule patient appointments, schedule referrals of special testing or doctor’s visits, and keep record of patient billing for submission.
  • Obtain authorizations and/or referrals for physician office visits, outpatient procedures, inpatient admissions and diagnostic tests prior to services rendered.
  • Obtain patient records, new and established patients from referring physicians, outside facilities.
  • Assist in the completion and gathering of clinical information for disability and insurance related issues and forms.
  • Fax, scan, and file all necessary documents pertaining to patient care in a timely and efficient manner.
  • Edit, fax, scan, save and mail and/or dictations to patients, PCP's, Specialists and referring physicians on a daily basis.
  • Coordinate peer-to-peer reviews as necessary or requested by physicians, the compliance/auditing department or administrators.  Assist in the retrieval of patient records for internal and external auditing.
  • May track expiration dates of assigned physician’s professional licensure, and notify staff of upcoming license expiration date to prevent suspension.
  • Assist in the planning and logistical coordination of internal / external conferences / meetings, conference calls, forums, maintain updates on physician’s outlook calendar on a daily basis in a timely and accurate manner.
  • Support physicians by typing, scanning, organizing and saving all documents pertaining to research and research publications. 
  • Coordinate all travel arrangements and accommodations for physicians to include air/train, hotel reservations and ground service.  Prepares travel reimbursements and expense reports for physician and/or supporting staff members.
  • May prepare minutes of meetings, agendas, correspondence, statistical reports, tables and other documents and transcribes dictation as needed.
  • Prepares and follows up on purchase orders, change orders, check requests and petty cash vouchers.  Processes and follows up on other forms of reimbursement for assigned staff.
  • Screens and prioritizes all incoming mail for needed action and follow up.  Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
  • May maintain patient files.
  • Performs other related duties as requested.
  • Associates Degree or HS/GED with three or more years of related experience; Bachelor’s in a science related field preferred.
  • There or more years of related administrative experience preferably in a hospital or medical center setting.
  • Excellent analytic, written, oral and communication skills.
  • Attention to detail and accuracy.
  • Excellent computer skills.
  • MS Word (Word, Excel, PowerPoint), Internet, Outlook, telephone systems, Epic or other Electronic Medical Records systems (i.e. Cerner, IDX or Eagle).
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

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