Administrative Assistant II - Hematology & Medical Oncology

Mount Sinai Health System•New York, NY

About The Position

The Administrative Assistant II supports clinical, administrative, and academic activities for physicians in the Division of Hematology/Medical Oncology. The role coordinates meetings and calendars, answers phones, schedules patient appointments, and supports day-to-day operations. It also serves as an administrative liaison for purchasing, facilities, operations, and other internal or external contacts. The position provides administrative support to physicians and a principal investigator (PI), including arranging travel, preparing expense reports, assisting with grants, manuscripts, presentations, budgets, and reports, and coordinating academic events. The role is based within the Tisch Cancer Center, part of the Icahn School of Medicine at Mount Sinai Hospital and the Mount Sinai Health System.

Requirements

Associate degree or an equivalent combination of experience.
At least 4 years of related administrative or business experience.

Nice To Haves

Bachelor’s degree preferred.
Knowledge of office and administrative practices preferred.
Solid experience with Microsoft Office programs and software, including Epic, Cerner, and IDX, preferred.

Responsibilities

Schedule physician office visits, treatment visits, and procedures in relevant computer systems, including Cerner, EPIC, and Eagle, accurately and promptly.
Obtain authorizations or referrals for physician visits, outpatient procedures, inpatient admissions, and diagnostic tests before services are provided.
Obtain records for new and established patients from referring physicians and outside facilities.
Assist with gathering and completing clinical information and forms for disability and insurance matters.
Arrange physician travel and accommodations, including air, train, and hotel reservations.
Prepare travel reimbursements and expense reports.
Review materials submitted for the supervisor to ensure relevant data, authorizations, and information are included.
Liaise with other departments and external parties to accomplish objectives and complete projects or assignments.
Provide day-to-day administrative support to one or more physicians.
Maintain physicians’ calendars and coordinate meetings, including booking space, coordinating schedules, and confirming attendees.
Support the PI with grant applications, including preparing Financial Conflict of Interest forms in the Mount Sinai system and updating the PI’s biographical sketch.
Assist with manuscripts and presentations by preparing tables, text, and slides and conducting literature searches as needed.
Research, locate, and compile information for reports.
Assemble and categorize figures for computations and calculations, and prepare statistical reports.
Prepare and monitor budgets and grant allocations, and maintain accruals.
Coordinate logistical arrangements for forums, conferences, seminars, meetings, and visiting professorships.
Assist with developing and coordinating informational packets for participants.
Transcribe and distribute meeting minutes.
Investigate, evaluate, and resolve typical administrative or operational problems affecting the work unit.
Screen and prioritize incoming mail, respond when appropriate, and route mail requiring attention.
Screen telephone calls, answer inquiries, or direct callers to the appropriate person.
Perform other related duties as assigned.