Administrative Coordinator- Div Gen Int Medicine

Mount Sinai Health System•New York, NY

About The Position

The Administrative Coordinator provides high-level administrative and operational support to the Chief of General Internal Medicine and divisional leadership team. Working in close partnership with the Administrative Manager, the Coordinator is responsible for facilitating day-to-day operations, coordinating logistics, managing administrative processes, and supporting departmental initiatives to ensure the efficient functioning of the Division. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to effectively manage multiple priorities in a fast-paced academic healthcare environment.

Requirements

Bachelors Degree or equivalent combination of applicable experience and education.
5 years related administrative or business experience required.

Nice To Haves

Some supervisory experience preferred.

Responsibilities

Provide comprehensive administrative support to the Division, including complex calendar management, meeting coordination, and scheduling for the Division Chief and Medical Director.
Coordinate and support divisional meetings, conferences, and special events, including conference room reservations, catering arrangements, agenda preparation, and event logistics.
Maintain and monitor compliance-related documentation, including credentialing records, certification tracking, and software license renewals for faculty and providers as assigned.
Support the Division Chief and Medical Director with data collection, data entry, tracking, reporting, and coordination of information related to educational, research, and resident training activities.
Prepare, edit, proofread, and format departmental communications and informational materials, including brochures, announcements, flyers, correspondence, and other program-related documents.
Process and monitor administrative and financial transactions, including purchase orders, change orders, invoice payments, check requests, petty cash vouchers, software requests, and related documentation.
Coordinate faculty and staff travel arrangements, including submission of travel requests, preparation of expense reports, and processing of reimbursement documentation.
Receive, screen, prioritize, and distribute incoming mail, faxes, and correspondence, ensuring timely follow-up and appropriate routing of materials requiring action.
Serve as a primary point of contact for telephone inquiries, responding to routine requests and directing callers to appropriate personnel as needed.
Coordinate general office operations and administrative services, including office supply procurement, facilities and engineering requests, equipment installations, office moves, and technology-related support requests.
Provide patient care coordination and administrative support, including appointment scheduling, insurance verification, telehealth visit coordination, prior authorization processing, retrieval of clinical reports (e.g., laboratory results, imaging studies, mammograms, bone density reports), and accurate documentation within the electronic medical record.
Perform additional duties and special projects as assigned in support of divisional, departmental, and institutional objectives.