Administrative Assistant


Contacts:

Roles & Responsibilities:

This position provides a wide variety of administrative support services including budget preparation and control activities, preparation and control of records, statistics and reports regarding operations and personnel matters. May serve as administrative liaison with others related to purchasing, human resources, facilities and operations. Typically reports to a division head.

Duties and Responsibilities:
1. Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports.
2. Prepares and monitors budgets and grant allocations, and maintains accruals. Prepares documents required to maintain balanced accounts for review and approval.
3. Maintains departmental employee files, and ensures compliance with regulatory standards. Initiates and follows through on human resources and payroll transactions. Generates weekly payroll submission. Maintains liaison with human resources and payroll to coordinate and resolve issues and problems
4. 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.
5. Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
6. Ensures adequate restock of supplies for department. 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.
7. Checks materials submitted for supervisor’s attention to ensure all relevant data, authorizations and pertinent information are included.
8. Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments.
9. May participate in the completion of grant applications, special projects and JCAHO and other survey preparations.
10. May make travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
11. May screen telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
12. May 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).
13. May screen and schedule patient appointments, schedule referrals of special testing or doctor’s visits, and keep record of patient billing for submission

Requirements:

Education: Bachelor’s degree or equivalent combination of experience and education
Experience: 5 years related administrative or business experience

Strength Through Diversity

The 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

We work hard to acquire and retain the best people and to create an inclusive, welcoming and nurturing work environment where all feel they are valued, belong, and are able to professionally advance. We share the belief that all employees, regardless of job title or expertise, contribute to the patient experience and quality of patient care.

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