Administrative Assistant II - Surgery

Mount Sinai Health System • New York, NY

6d • Onsite

About The Position

The Department of Surgery at Mount Sinai Health System is seeking a highly organized, proactive, and adaptable Administrative Assistant II (AA II) to support the Department’s growing Global Health Initiative and international surgical collaborations. This individual will play a critical operational and administrative support role across global surgery programs, international partnerships, educational initiatives, research activities, and visiting scholar coordination. The ideal candidate is detail-oriented, resourceful, culturally sensitive, and comfortable working in a fast-paced environment involving multiple stakeholders across different countries and time zones. The AA II will provide day-to-day administrative support to ensure the smooth coordination of international activities, communications, travel logistics, meetings, and program operations.

Requirements

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4+ years related administrative or business experience
• Prior administrative, healthcare, academic, nonprofit, or global health experience preferred.
• Strong organizational and multitasking skills with high attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently while managing multiple competing priorities.
• Comfortable interacting with individuals from diverse cultural and professional backgrounds.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Experience with travel coordination, reimbursements, or academic administration preferred.
• Flexibility to occasionally support meetings or communications outside standard business hours due to international collaborations.
• Interest in global health, international collaboration, academic medicine, or surgery.
• Resourceful problem-solver with a positive, team-oriented attitude.
• Ability to adapt quickly in a dynamic and evolving program environment.
• Comfortable supporting projects involving multiple stakeholders and rapidly changing priorities.

Nice To Haves

• Bachelors degree

Responsibilities

• Provide administrative support for the Department’s Global Health Initiative and International Surgical Center collaborations.
• Coordinate calendars, meetings, conference calls, and virtual sessions across multiple international time zones.
• Prepare meeting agendas, take minutes, and distribute follow-up action items.
• Assist with scheduling international visitors, faculty meetings, trainee activities, and educational sessions.
• Maintain organized records, tracking documents, and program databases.
• Assist with travel logistics for students, trainees, faculty, and international visitors, including flights, lodging, itineraries, and reimbursement documentation.
• Support visa-related administrative processes and collection of required documentation.
• Help coordinate onboarding materials and orientation information for international visitors and trainees.
• Assist in organizing cultural humility and pre-travel educational sessions for global health participants.
• Coordinate communications with international partner sites and stakeholders.
• Serve as an administrative liaison between Mount Sinai personnel and international surgical centers.
• Help coordinate shipments, inventory tracking, and storage of donated medical equipment and supplies.
• Assist with organizing live virtual clinical support sessions (Zoom, Teams, HoloLens, etc.).
• Track requests from international partner sites and escalate operational needs to appropriate leadership.
• Support scheduling and logistics for multidisciplinary meetings involving radiology, pathology, surgery, and research teams.
• Assist with processing invoices, reimbursements, vendor payments, and purchasing requests.
• Maintain documentation related to grants, conferences, and departmental global health activities.
• Help ensure records and activities are maintained in compliance with institutional and international requirements.
• Coordinate collection and organization of materials needed for reports, presentations, and audits.
• Assist with preparation of PowerPoint presentations, meeting materials, and educational content.
• Coordinate logistics for conferences, seminars, workshops, and visiting lecturer events.
• Help support communications with marketing and media partners as needed.
• Draft routine correspondence and assist with maintaining internal communication workflows.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree