Administrative Assistant II - Hematology & Medical Oncology

Mount Sinai Health System•New York, NY

18h

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 through calendar and meeting coordination, patient appointment scheduling, telephone support, and administrative liaison work involving purchasing, facilities, and operations. It also provides support to a principal investigator, including grant and research-related administrative tasks.

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 preferred.
Solid experience using 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 in a timely manner.
Obtain authorizations and 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 collecting and completing clinical information for disability and insurance matters and forms.
Arrange physicians’ travel and accommodations, prepare travel reimbursements, and complete 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.
Support the principal investigator, including assisting with grant applications, 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 calculations; prepare statistical reports; and prepare and monitor budgets, grant allocations, and accruals.
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 items requiring attention to the appropriate individuals.
Screen telephone calls, answer inquiries, and direct callers to the appropriate individuals.
Perform other related duties as assigned.