Mount Sinai Careers

Administrative Assistant II - Molecular Pathology - Full Time Day

New York, New York
Professional / Managerial / Administrative

Job Description

Strength Through Diversity

Ground breaking science. Advancing medicine. Healing made personal.

Department of Molecular Pathology (MSH) -  Req Number: 2381512

Job Title: Administrative Assistant II 

Roles & Responsibilities: 

The Admin Asst II will provide a variety of coordination services and administrative support to the Molecular Pathology team, in relation to clinical programs (Myeloma/Leukemia, in particular), and the Pathology department. The candidate will serve as an administrative liaison for sample flow/test ordering, purchasing, facilities, and operations in particular associated with the Myeloma/Leukemia program, the internalization of molecular assays currently sent out for testing, and expansion of specimen collection at other MSHS sites.

Specific Duties and Responsibilities:

  1. Streamlines and effects proper specimen handling/collection between different sections within the Pathology Department: AP (Annenberg), Specimen Accessioning (8th floor Icahn), and Molecular Pathology (9th floor Icahn).
  2. Verifies information on all requisitions matching specimen with pathology reports (where appropriate) and adequate specimen submitted for testing.
  3. Follows up with physicians about pending orders, incomplete requisitions, mismatched information, missing or inadequate specimens
  4. Accessions internal specimens and those from couriers from off-site facilities/hospitals into PowerPath and SCC Soft Lab 4.5 systems.
  5. Scans in all requisitions to laboratory system.
  6. Coordinates slide/specimen review for tumor evaluation with the fellow and/or residents.
  7. Coordinates special send out test requisitions for Myeloma/Leukemia specimens with the respective clinical team members and ensure results obtained in a timely manner.
  8. Communicates with clinicians/clinical team member if testing results are delayed.
  9. Provide administrative support to ongoing clinical studies for the Myeloma team in Molecular Pathology including weekly testing report download and organization in password-protected drive accessed by the Myeloma Faculty.
  10. Maintains pending tests logs, testing history logs, send out logs, rejection and cancellation logs.
  11. Files and maintains a log of leftover DNA/RNA/cells from assays.
  12. Files completed, unused slides by case type.
  13. Maintains inventory of send outs supplies.
  14. Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments

Additional Duties and Responsibilities in 6 Months:

  1. Receives/accessions specimens for submission to CD138 enrichment for Myeloma specimens.
  2. Distribute CD138-enriched specimens to respective laboratories (internal and external) for respective molecular testing.
  3. Assists in preparation of analytical validation/clinical validation assay packages for submission to NYS for test approval.
  4. Prepares database in excel spreadsheet, pulls data from various testing sources and tabulates data.
  5. Coordinate nucleic acid extractions, requisition form completion and send out of nucleic acids to Sema4 (MSHS owned) for next-generation sequencing.
  6. Track and database nucleic acid extractions, send-outs, report returns, and turn around times for Sema4 sequencing.
  7. Coordinate future sample workflows, records, and logs across laboratories for new assays implemented within the Division of Molecular Pathology.


Associate's degree or equivalent combination of experience; Bachelor's preferred

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
Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements, or cultures.

Applies Learning: Assimilates and applies new job-related information in a timely manner.

Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty.

Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals.

Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.

Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals.

Decision Making: Identifies and understands issues, problems, and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts, constraints, and probable consequences. 

Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive.

Manages Work (includes Time Management: Effectively manages one’s time and resources to ensure that work is completed efficiently. 

Quality Orientation: Accomplishes tasks by considering all areas involved, no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; is watchful over a period of time.

Stress Tolerance: Maintains stable performance under pressure or opposition (such as time pressure or job ambiguity); handles stress in a manner that is acceptable to others and to the organization.


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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