Job DescriptionThe Administrative Coordinator is required to manage administrative and academic activities relating to the physicians within the Tisch Cancer Institute, Division of Hematology/Medical Oncology.Duties will include activities such as meeting coordination and calendar management, answering phones, travel coordination and reimbursement, supply ordering, and other day-to-day operations as required. Under the guidance of the Administrative and/or Finance Manager, the individual will also assist with the preparation and submission of Federal, State and Foundation grants and contract applications. The individual will report into the Administrative Manager.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.Qualifications
Bachelors Degree or equivalent combination of applicable
5 years related administrative or business experience required. Some supervisory experience preferred. experience and education
Ability to work proactively and independently with minimal supervision.
Solid experience in using MC Office programs and software including Word, Excel, PowerPoint, and Outlook as well as experience with Doodle Poll, WebEx, and GoTo Meeting.
Knowledge of PubMed, and InfoEd desirable
Knowledge of grants highly desirable.
Experience with both PC and Mac software is strongly preferred.
Responsibilities
Provides administrative support to one or more physicians as related to day-to day operations of the division. Maintains the physician’s calendar, coordinates meetings; including booking space, coordinating schedules, and confirming attendees.
Screen telephone calls; answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
Make travel arrangements and accommodations for physicians to include air, train and hotel reservations. Submits travel requests, reimbursements/vouchers, and expense reports as required.
Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
Participate in the completion of grant applications and special projects.
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.
Prepares documents required to maintain balanced accounts for review and approval. Maintains files, and ensures compliance with regulatory standards.
Assist with the preparation of manuscripts and presentations: prepares tables, text and slides, performs literature searches as needed.
Routinely update the physician’s biographical sketch which includes (but is not limited to) adding grants as they are awarded, journals, and articles as papers are written.
Ensures adequate restock of supplies. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors’ contracts and renews as needed.
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. Transcribes and distributes minutes.
May assist with tracking of Paid Time Off (PTO) requests for laboratory support staff and generates quarterly reports for TCI Administration.
Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
Serves as a liaison with other departments or external parties as necessary to accomplish objectives and/or to complete projects or assignments.
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).
Performs other related duties as assigned.
About UsStrength Through DiversityThe Mount Sinai Health System believes that diversity, equity, and inclusion are key drivers for excellence. We share a common devotion to delivering exceptional patient care. 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 invite you to participate actively as a part of the Mount Sinai Health System team by:
Using a lens of equity in all aspects of patient care delivery, education, and research to promote policies and practices to allow opportunities for all to thrive and reach their potential.
Serving as a role model confronting racist, sexist, or other inappropriate actions by speaking up, challenging exclusionary organizational practices, and standing side-by-side in support of colleagues who experience discrimination.
Inspiring and fostering an environment of anti-racist behaviors among and between departments and co-workers.
At Mount Sinai, our leaders strive to learn, empower others, and embrace change to further advance equity and improve the well-being of staff, patients, and the organization. We expect our leaders to embrace anti-racism, create a collaborative and respectful environment, and constructively disrupt the status quo to improve the system and enhance care for our patients. We work hard to create an inclusive, welcoming and nurturing work environment where all feel they are valued, belong and are able to advance professionally.Explore more about this opportunity and how you can help us write a new 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 43,000 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 approximately 7,400 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 and top 20 in Cardiology/Heart Surgery, 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. 14 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.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. We are passionately committed to addressing racism and its effects on our faculty, staff, students, trainees, patients, visitors, and the communities we serve. Our goal is for Mount Sinai to become an anti-racist health care and learning institution that intentionally addresses structural racism.”EOE Minorities/Women/Disabled/VeteransCompensation StatementMount 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 $62571 - $74250 Annually. 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.