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 coordinates meetings and calendars, answers phones, arranges patient appointments, and supports day-to-day operations. It also serves as an administrative liaison on purchasing, facilities, and operational matters. The position provides administrative support to physicians and a principal investigator (PI), including patient scheduling and records coordination, authorization and referral follow-up, travel arrangements, grant and budget support, and preparation of manuscripts, presentations, and reports. It also supports forums, conferences, seminars, meetings, and visiting professorships, and helps resolve routine administrative and operational issues.

Requirements

Associate degree or an equivalent combination of experience.
Four or more years of related administrative or business experience.
Knowledge of office and administrative practices.
Solid experience using Microsoft Office programs and software, including Epic, Cerner, and IDX.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Schedule physician office visits, treatment visits, and procedures in applicable computer systems, including Cerner, EPIC, and Eagle, accurately and on time.
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 forms and issues.
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 booking space, coordinating schedules, and confirming attendees.
Support the PI by 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 computation and calculations; and prepare statistical reports.
Prepare and monitor budgets and grant allocations, and maintain accruals.
Plan and coordinate logistics for forums, conferences, seminars, meetings, and visiting professorships; 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 items 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.