Administrative Manager - Hematology & Medical Oncology

Mount Sinai Health System•New York, NY

About The Position

Working closely with the Administrative Director, the Administrative Manager is responsible for the oversight and supervision of approximately 35 administrative staff who support Hematology/Oncology faculty in both their clinical and academic roles. Administrative staff play a critical role in ensuring a positive patient experience outside of the clinical practice setting and in supporting faculty with operational, financial, and academic activities. The Administrative Manager ensures that administrative staff are appropriately trained, workflows are efficient, and policies and procedures are developed and maintained to support compliance, cross-coverage, and operational excellence. This role serves as the primary escalation point for complex administrative, operational, and personnel issues related to faculty administrative support. The Tisch Cancer Center is a vital component of the Icahn School of Medicine at the Mount Sinai Health System, one of the largest healthcare systems in the nation. As a National Cancer Institute (NCI)-designated cancer center, Tisch Cancer Center provides a multidisciplinary approach to cancer care, research, and education.

Requirements

Bachelors degree in business or public administration or related field, Masters preferred
8+ years experience in an administrative or management capacity, with preferred experience in the oversight of multiple areas or departments
Ability to adapt to a growing and changing environment
Strong organizational skills with attention to detail
Excellence verbal and written communication skills

Nice To Haves

Prior experience supervising or managing staff
Prior experience working with physicians
Experience developing workflows, training staff, and implementing operational improvements

Responsibilities

Clinical Practice Administration: To facilitate a positive patient experience outside of the clinic setting and ensure compliance with all patient related regulations
Work closely with physicians to understand individual practice styles, workflows, and logistical needs.
Ensure that patient calls and correspondence to faculty offices are handled professionally, timely, and in compliance with all applicable regulations.
Work with Oncology practice and nursing managers to develop/monitor policies that impact the practice setting such as renewal of medications, obtaining patient records from outside institutions, and facilitating ancillary testing.
Ensure that administrative staff have appropriate access to medical records and are properly trained to upload relevant correspondence into the record
Work with Hem/Onc’s professional billing managers to develop guidelines regarding calls/correspondence from insurance companies or from patient’s with insurance questions.
Oversee physician coverage schedules to ensure reliable systems are in place to identify provider availability and clinical coverage.
Ensure clinical faculty website profiles are accurate and up to date with respect to practice location, clinical focus, and insurance participation.
Oversee after-hours call processes, including coordination with external answering services, and ensure coverage schedules are current, accurate, and accessible.
Promote and encourage staff participation in customer service and patient experience training.
Financial and Academic Administration: Ensure that administrative staff supporting faculty are properly trained and consistently perform the following functions, many of which require the use of Mount Sinai’s financial and administrative systems
Coordinate faculty travel, including initiation of travel requests, arrangement of travel plans, and completion of expense reimbursements.
Place and track purchases, including research and office supplies, ensuring appropriate fund usage and timely follow-up on delivery of items.
Coordinate faculty meetings and events, including reserving conference rooms and arranging catering.
Maintain and manage faculty academic calendars, accounting for clinical practice time and proactively communicating potential conflicts with faculty.
Assist with the preparation of correspondence, presentations, and other documents, including maintaining up-to-date faculty CVs and NIH Biosketches.
Managerial Responsibilities: Responsible for the direct management and supervision of administrative staff who assist faculty in their academic offices
Monitoring attendance and punctuality
Ensuring cross coverage of staff especially as it relates to patient care duties
Onboarding and training new staff and providing ongoing training and professional development for existing staff.
Conducting performance evaluations and providing regular feedback.
Addressing performance issues and implementing disciplinary actions in accordance with institutional policies, when necessary.
Identifying opportunities for workflow improvement, operational efficiency, and standardization of administrative processes.