Administrative Assistant II - Hematology & Medical Oncology
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 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 provides administrative support to physicians and a principal investigator (PI), including coordinating patient visits and procedures, obtaining authorizations and records, handling travel arrangements and expense reports, supporting grant and research materials, preparing reports and presentations, monitoring budgets and grant allocations, and organizing meetings, seminars, conferences, and visiting professorships. The role screens communications, addresses routine administrative or operational issues, and performs other related duties as assigned.
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 relevant computer systems, including Cerner, EPIC, and Eagle.
- 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 clinical information and forms related to disability and insurance matters.
- 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.
- Act as a liaison with other departments and external parties to accomplish objectives and complete projects or assignments.
- Provide administrative support for physicians’ day-to-day operations, maintain calendars, and coordinate meetings, including booking space, coordinating schedules, and confirming attendees.
- Support the PI with grant applications, Financial Conflict of Interest Forms in the Mount Sinai system, and updates to 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.
- Assist with planning and logistics for 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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
