Administrative Assistant II - Hematology & Medical Oncology

Mount Sinai Health Systems•New York, NY

1d•$23 - $36

About The Position

The Administrative Assistant II manages clinical, administrative, and academic activities for physicians in the Division of Hematology/Medical Oncology at the Tisch Cancer Center. The role supports physicians’ day-to-day operations, coordinates patient appointments, manages calendars and meetings, answers and screens calls and mail, and serves as an administrative liaison with other departments and external parties on purchasing, facilities, and operations. The position also provides support for physician and principal investigator (PI) activities, including travel arrangements and reimbursements, grant and budget administration, preparation of conflict-of-interest forms and biographical sketches, manuscript and presentation preparation, research and reporting, and logistical arrangements for conferences and academic events.

Requirements

Associate degree or an equivalent combination of experience.
Four or more 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 relevant computer systems, including Cerner, EPIC, and Eagle, accurately and in a timely manner.
Obtain authorizations and referrals for physician 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 matters and forms.
Arrange physician travel and accommodations, including air, train, and hotel reservations, and 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 calendars, and coordinate meetings, including reserving space, coordinating schedules, and confirming attendees.
Support the PI, including preparing grant applications, completing 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 calculations; prepare statistical reports; monitor budgets and grant allocations; and maintain accruals.
Help plan and arrange forums, conferences, seminars, meetings, and visiting professorships; coordinate 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.