Job Description
The Administrative Assistant serves as the first point of contact for the Department of Medical Education and plays a key role in ensuring a professional, welcoming, and efficient office environment. This position supports daily departmental operations by assisting visitors, students, faculty, and staff; coordinating communications and administrative processes; and maintaining awareness of departmental activities and events. The successful candidate will demonstrate strong organizational, interpersonal, and customer service skills while maintaining a professional and orderly office setting.
Reports to: Director of Operations, Medical Education Administration
Qualifications
Associate?s degree or related experience
Minimum two years of Administrative Experience
Excellent interpersonal and communication skills; Friendly demeanor
Excellent organizational skills
Exceptional attention to detail and accuracy
Proficiency in Microsoft office suite
Non-Bargaining Unit, 830 - Medical Education - ISM, Icahn School of Medicine
Responsibilities
Greets and directs visitors, students, faculty, and staff and assists with coordinating access to departmental spaces
Answers, screens, and directs incoming calls and maintains internal contact directories and resources information
Pick up and distribution of mail and packages for the department
Processes reimbursements, deposits, petty cash requests, and check distribution while maintaining accurate tracking records
Orders, receives, and tracks office supplies, equipment, and departmental purchases through institutional procurement systems
Coordinates purchasing and operational support for student organizations, educational programs, and departments without dedicated administrative support
Distributes materials and supplies, including clinical items, Target gift cards, and OMNY cards, while maintaining accurate tracking and documentation for multiple programs
Submits and monitors facilities, engineering, HVAC, maintenance, disposal, and key request tickets
Maintains organization and functionality of office spaces, supply areas, conference rooms, and shared departmental resources
Provides logistical and operational support for meetings, student activities, departmental programs, and special events, including but not limited to orientation, graduation, and various student affairs events
Supports the Senior Associate Dean and Director of Operations for Medical Education Administration with special projects and departmental initiatives
Responds to inquiries and correspondence from internal and external entities
Serves as backup support to the Administrative Coordinator for Medical Education Administration and performs additional administrative duties as assigned
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 $22 - $34.5206 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.
