Job Description
The Administrative Assistant II an experienced administrative support person who provides a wide variety of administrative and operational support to the Chief of General Internal Medicine and divisional leadership team. Working in close partnership with the Administrative Manager, the Administrative Assistant is responsible for facilitating day-to-day operations, coordinating logistics, managing administrative processes, and supporting departmental initiatives to ensure the efficient functioning of the Division. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to effectively manage multiple priorities in a fast-paced academic healthcare environment.
Qualifications
Associates degree or equivalent combination of experience (Bachelors preferred).
4+ years related administrative or business experience
Responsibilities
Provide comprehensive administrative support to the Division, including complex calendar management, meeting coordination, and scheduling for the Division Chief and Medical Director.
Coordinate and support divisional meetings, conferences, and special events, including conference room reservations, catering arrangements, agenda preparation, and event logistics.
Maintain and monitor compliance-related documentation, including credentialing records, certification tracking, and software license renewals for faculty and providers as assigned.
Support the Division Chief and Medical Director with data collection, data entry, tracking, reporting, and coordination of information related to educational, research, and resident training activities.
Prepare, edit, proofread, and format departmental communications and informational materials, including brochures, announcements, flyers, correspondence, and other program-related documents.
Process and monitor administrative and financial transactions, including purchase orders, change orders, invoice payments, check requests, petty cash vouchers, software requests, and related documentation.
Coordinate faculty and staff travel arrangements, including submission of travel requests, preparation of expense reports, and processing of reimbursement documentation.
Receive, screen, prioritize, and distribute incoming mail, faxes, and correspondence, ensuring timely follow-up and appropriate routing of materials requiring action.
Serve as a primary point of contact for telephone inquiries, responding to routine requests and directing callers to appropriate personnel as needed.
Coordinate general office operations and administrative services, including office supply procurement, facilities and engineering requests, equipment installations, office moves, and technology-related support requests.
Provide patient care coordination and administrative support, including appointment scheduling, insurance verification, telehealth visit coordination, prior authorization processing, retrieval of clinical reports (e.g., laboratory results, imaging studies, mammograms, bone density reports), and accurate documentation within the electronic medical record.
Perform additional duties and special projects as assigned in support of divisional, departmental, and institutional objectives.
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.
