Administrative Assistant II - Hematology & Medical Oncology

Mount Sinai Health System•New York, NY

About The Position

The Administrative Assistant II manages clinical, administrative, and academic activities for physicians in the Division of Hematology/Medical Oncology. The role supports day-to-day physician operations, including meeting coordination and calendar management, phone coverage, patient appointment coordination, and serving as an administrative liaison with others regarding purchasing, facilities, and operations. The position also provides administrative support for clinical and academic work, including patient scheduling and records, authorizations and referrals, travel arrangements and expense reporting, manuscript and presentation preparation, and logistical support for conferences and other events.

Requirements

Associate degree or an equivalent combination of experience; a bachelor’s degree is preferred.
At least 4 years of related administrative or business experience.

Nice To Haves

Knowledge of office and administrative practices.
Solid experience using Microsoft Office programs and software, including Epic, Cerner, and IDX.

Responsibilities

Schedule physician office visits, treatment visits, and procedures for patients in relevant computer systems, including Cerner, EPIC, and Eagle, accurately and promptly.
Obtain authorizations and referrals for physician office visits, outpatient procedures, inpatient admissions, and diagnostic tests before services are rendered.
Obtain records for new and established patients from referring physicians and outside facilities.
Assist with gathering and completing clinical information for disability and insurance forms and related issues.
Arrange physician travel and accommodations, including air, train, and hotel reservations, and prepare travel reimbursements and expense reports.
Review materials submitted for a supervisor’s attention 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 calendars, coordinate meetings, book spaces, coordinate schedules, and confirm attendees.
Assist with manuscripts and presentations by preparing tables, text, and slides, and performing literature searches as needed.
Plan and coordinate logistics for forums, conferences, seminars, meetings, and visiting professorships; help develop informational packets and transcribe and distribute minutes.
Investigate, evaluate, and resolve typical administrative or operational problems affecting the work unit.
Screen and prioritize incoming mail, respond where appropriate, and distribute mail requiring attention to the appropriate individuals.
Screen telephone calls, answer inquiries, and direct callers to the appropriate person for further information or resolution.
Perform other related duties as assigned.