Administrative Assistant II - Hematology & Medical Oncology

Mount Sinai Health Systems•New York, NY

20h•$23 - $36

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 physicians’ day-to-day operations, including meeting coordination, calendar management, phone coverage, patient appointment coordination, and liaison work related to purchasing, facilities, and operations. The position also supports patient care administration, physician travel, academic materials, and events. It involves coordinating with internal departments and external parties, handling routine administrative and operational issues, and completing other related duties as assigned. The role is part of the Tisch Cancer Center at the Icahn School of Medicine at Mount Sinai Hospital, an NCI-designated cancer center.

Requirements

Associate degree or 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.
Solid experience using Microsoft Office programs and software, including Epic, Cerner, and IDX.

Responsibilities

Schedule physician office visits, treatment visits, and procedures in applicable computer systems 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 for disability and insurance matters and forms.
Arrange physicians’ travel and accommodations, including air, train, and hotel reservations; prepare travel reimbursements and expense reports.
Review materials submitted for the 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, and coordinate meetings, including booking space, coordinating schedules, and confirming attendees.
Assist with manuscripts and presentations by preparing tables, text, and slides and conducting 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 route mail requiring attention to the appropriate individuals.
Screen telephone calls, answer inquiries, or direct callers to the appropriate individual.
Perform other related duties as assigned.