Job Description
The Department of Surgery at Mount Sinai Health System is seeking a highly organized, proactive, and adaptable Administrative Assistant II (AA II) to support the Department's growing Global Health Initiative and international surgical collaborations. This individual will play a critical operational and administrative support role across global surgery programs, international partnerships, educational initiatives, research activities, and visiting scholar coordination.
The ideal candidate is detail-oriented, resourceful, culturally sensitive, and comfortable working in a fast-paced environment involving multiple stakeholders across different countries and time zones. The AA II will provide day-to-day administrative support to ensure the smooth coordination of international activities, communications, travel logistics, meetings, and program operations.
Qualifications
Associates degree or equivalent combination of experience (Bachelors preferred).
4+ years related administrative or business experience
Prior administrative, healthcare, academic, nonprofit, or global health experience preferred.
Strong organizational and multitasking skills with high attention to detail.
Excellent written and verbal communication skills.
Ability to work independently while managing multiple competing priorities.
Comfortable interacting with individuals from diverse cultural and professional backgrounds.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
Experience with travel coordination, reimbursements, or academic administration preferred.
Flexibility to occasionally support meetings or communications outside standard business hours due to international collaborations.
Interest in global health, international collaboration, academic medicine, or surgery.
Resourceful problem-solver with a positive, team-oriented attitude.
Ability to adapt quickly in a dynamic and evolving program environment.
Comfortable supporting projects involving multiple stakeholders and rapidly changing priorities.
Ability to occasionally lift and move boxes or equipment weighing up to 30 pounds.
Non-Bargaining Unit, 862 - Surgery - ISM, Icahn School of Medicine
Responsibilities
Provide administrative support for the Department's Global Health Initiative and International Surgical Center collaborations.
Coordinate calendars, meetings, conference calls, and virtual sessions across multiple international time zones.
Prepare meeting agendas, take minutes, and distribute follow-up action items.
Assist with scheduling international visitors, faculty meetings, trainee activities, and educational sessions.
Maintain organized records, tracking documents, and program databases.
Assist with travel logistics for students, trainees, faculty, and international visitors, including flights, lodging, itineraries, and reimbursement documentation.
Support visa-related administrative processes and collection of required documentation.
Help coordinate onboarding materials and orientation information for international visitors and trainees.
Assist in organizing cultural humility and pre-travel educational sessions for global health participants.
Coordinate communications with international partner sites and stakeholders.
Serve as an administrative liaison between Mount Sinai personnel and international surgical centers.
Help coordinate shipments, inventory tracking, and storage of donated medical equipment and supplies.
Assist with organizing live virtual clinical support sessions (Zoom, Teams, HoloLens, etc.).
Track requests from international partner sites and escalate operational needs to appropriate leadership.
Support scheduling and logistics for multidisciplinary meetings involving radiology, pathology, surgery, and research teams.
Assist with processing invoices, reimbursements, vendor payments, and purchasing requests.
Maintain documentation related to grants, conferences, and departmental global health activities.
Help ensure records and activities are maintained in compliance with institutional and international requirements.
Coordinate collection and organization of materials needed for reports, presentations, and audits.
Assist with preparation of PowerPoint presentations, meeting materials, and educational content.
Coordinate logistics for conferences, seminars, workshops, and visiting lecturer events.
Help support communications with marketing and media partners as needed.
Draft routine correspondence and assist with maintaining internal communication workflows.
About Us
Strength through Unity and Inclusion
The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.
At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.
About the Mount Sinai Health System:
Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time - discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report's "Best Children's Hospitals" ranks Mount Sinai Kravis Children's Hospital among the country's best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek's "The World's Best Smart Hospitals" ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.
Equal Opportunity Employer
The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization.
Compensation Statement
Mount Sinai Health System (MSHS) provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $23 - $36 Hourly. Actual salaries depend on a variety of factors, including experience, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
