Administrative Assistant II - Surgery

Mount Sinai Health System•New York, NY

About The Position

The Administrative Assistant II provides experienced administrative support to the Surgery department. The role supports budget preparation and control, records, statistics, operational and personnel reports, and departmental coordination. The assistant may serve as an administrative liaison with purchasing, human resources, facilities, operations, other departments, and external parties. The position may also support grant applications, special projects, survey preparation, travel, mail and telephone screening, and patient scheduling and billing records.

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.

Responsibilities

Research, locate, and compile information for reports; assemble and categorize figures for calculations; and prepare statistical reports.
Prepare and monitor budgets and grant allocations, maintain accruals, and prepare documents to support balanced accounts for review and approval.
Maintain departmental employee files and ensure compliance with regulatory standards.
Initiate and follow through on human resources and payroll transactions; generate weekly payroll submissions; and coordinate with human resources and payroll to resolve issues.
Arrange logistics for forums, conferences, seminars, meetings, and visiting professorships; help develop and coordinate participant information packets; and transcribe and distribute minutes.
Investigate, evaluate, and resolve typical administrative or operational problems affecting the work unit.
Check materials submitted for supervisors’ attention for required data, authorizations, and relevant information.
Monitor departmental supplies, take inventory, identify items to reorder or replenish, requisition merchandise, and work with Purchasing to obtain favorable pricing for equipment and supplies.
Track vendor contract expiration dates and renew contracts as needed.
Liaise with other departments or external parties to accomplish objectives and complete projects or assignments.
May assist with grant applications, special projects, and JCAHO and other survey preparations.
May make travel arrangements, prepare travel reimbursements and expense reports, and screen and prioritize incoming mail for action and follow-up.
May respond to or route mail and screen telephone calls, answer inquiries, or direct callers to appropriate individuals.
May screen and schedule patient appointments, schedule referrals for special testing or doctor visits, and maintain patient billing records for submission.
Perform other related duties.