Administrative Assistant I-Multi-Specialty

Mount Sinai Health System•New York, NY

4h•$22 - $35

About The Position

The Administrative Assistant I provides administrative support services for one or more individuals, a department, or a division. The role assists a supervisor with routine personnel, budget, and other operational details, and typically reports to a manager, director, or division head. The position supports departmental communications and operations, including coordinating meetings and office activities, preparing and editing documents, processing purchasing and reimbursement paperwork, arranging travel, and handling incoming mail and calls. Depending on assignment, duties may also include scheduling patient appointments and referrals, maintaining employee or patient files, supporting payroll and PTO administration, and tracking staff professional licensure expiration dates. The Mount Sinai Health System describes itself as a large academic medical system in the New York metro area, employing more than 48,000 people across hospitals, outpatient practices, laboratories, and educational institutions. It emphasizes patient care, education, innovation, inclusion, and equal opportunity.

Requirements

Associate degree in Secretarial Science or a related field, or a high school diploma/GED plus two years of related experience.
Two to three years of administrative or medical office experience required.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Serve as an intermediary between the supervisor and departmental staff by transmitting written and oral requests, messages, and instructions.
Assist with budget preparation and monitor and maintain expense records for variance reporting.
Assist with planning and logistical coordination of meetings, office activities, forums, and conferences.
Review and revise brochures, announcements, and other informational materials as needed; draft, edit, and format flyers, leaflets, and letters.
Prepare meeting minutes, agendas, correspondence, statistical reports, tables, and other documents, and transcribe dictation as needed.
Prepare and follow up on purchase orders, change orders, check requests, and petty cash vouchers.
Process and follow up on tuition and other reimbursement forms for assigned staff.
Make travel arrangements and accommodations, and prepare travel reimbursements and expense reports.
Screen and prioritize incoming mail, respond where appropriate, and distribute items requiring attention to the appropriate individuals.
Screen telephone calls, answer routine inquiries, or refer callers to the appropriate individual.
As needed, screen and schedule patient appointments, arrange referrals for special testing or doctors’ visits, and maintain patient billing records for submission.
As needed, maintain employee and/or patient files.
As needed, assist with payroll processing and/or maintain the department’s PTO system.
As needed, track staff professional licensure expiration dates and notify staff of upcoming expirations.
Perform other related duties.