Strength Through Diversity
Ground breaking science. Advancing medicine. Healing made personal.
Dept: Hematology and Medical Oncology
Administrative Assistant II Req # 2612864
The Administrative Assistant II reports into the Administrative Manager and will be required to manage coordinate administrative and academic activities relating to the physicians within the Division of Hematology/Medical Oncology. Duties will include meeting coordination and calendar management, answering phones, serving as administrative liaison with others related to purchasing, facilities and operations, and other day-to-day operations as required. Under the guidance of the Administrative Manager and Finance Director, the individual will also assist with the preparation and submission of grants and contract applications.
The Tisch Cancer Institute is a vital component of the Icahn School of Medicine at Mount Sinai Hospital and plays a key role in the Mount Sinai Health System, which is one of the largest health care systems in the nation. We are a National Cancer Institute (NCI)-designated center and provide a multidisciplinary approach to cancer treatments and clinical breakthroughs that may one day put an end to cancer.
Duties and Responsibilities:
1. Provide administrative support to one or more physicians as related to day-to day operations. Maintains the physician’s calendar, coordinates meetings; including booking space, coordinating schedules, and confirming attendees.
2. Answers and screens calls.
3. Make travel arrangements and accommodations for physicians to include air, train and hotel reservations. Prepares travel reimbursements and expense reports.
Checks materials submitted for supervisor's
attention to ensure all relevant data,
authorizations and pertinent information are included.
Serves as a liaison with other departments or
external parties as necessary to
accomplish objectives and or complete projects or assignments.
6. Provides administrative support to the PI; assists with preparation of grants application including prepare the Financial Conflict of Interest Forms in Mount Sinai system and update the PI’s biographical sketch.
7. Assist with the preparation of manuscripts and presentations: prepares tables, text and slides, performs literature searches as needed.
8. Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports. Prepares and monitors budgets and grant allocations, and maintains accruals.
9. Prepares documents required to maintain balanced accounts for review and approval. Maintains files, and ensures compliance with regulatory standards.
Assists in the planning and logistical
arrangements for forums, conferences, seminars,
meetings and/or visiting professorships. Assist in the development and coordination of
informational packets for participants. May transcribe and distribute minutes.
Investigates, evaluates and resolves typical
administrative or operational problems or
situations affecting the work unit.
Screen and prioritize incoming mail for needed
action and follow up. Responds to mail
where appropriate or distributes mail requiring attention to appropriate individual(s).
Screen telephone calls, answer inquiries or
direct caller to the appropriate individual for
further information and/or resolution.
14. Performs other related duties as assigned.
· Bachelor Degree in Science or related discipline preferred or a combination of experience and education.
· Minimum of three years of related experience in an academic or healthcare environment required.
· Ability to work proactively and independently as necessary with minimal supervision.
· Demonstrated strong written and oral communication skills mandatory.
· Knowledge of Microsoft Word, Excel, Outlook, Doodle Poll, GoTo Meeting.
· Knowledge of PubMed, and InfoEd desirable.
· Knowledge of grants highly desirable.
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.
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 comply with applicable Federal civil rights laws and does not discriminate, exclude, or treat people differently on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, or gender expression.