Medical Administrative & Grants Coordinator

Job Description The Administrative Coordinator is required to manage administrative and academic activities relating to the physicians within the Tisch Cancer Center, Division of Hematology/Medical Oncology. Duties include meeting coordination and calendar management, answering phones, travel coordination and reimbursement, supply ordering, and other day-to-day operations as required. Under the guidance of the Administrative and/or Finance Manager, the individual will also assist with the preparation and submission of Federal, State and Foundation grants and contract applications. The individual will report into the Administrative Manager. Qualifications Bachelors Degree or equivalent combination of applicable experience and education. 5 years related administrative or business experience required; some supervisory experience preferred. Experience in an academic or healthcare environment preferred. Preferred Ability to work proactively and independently with minimal supervision. Solid experience in using Microsoft Office programs and software including Word, Excel, PowerPoint, and Outlook as well as experience with Doodle Poll, WebEx, and GoTo Meeting. Knowledge of PubMed and InfoEd desirable. Knowledge of grants highly desirable. Experience with both PC and Mac software strongly preferred. Responsibilities Provides administrative support to physicians as related to daily operations of the division. Maintains the physician’s calendar, coordinates meetings, including booking space, coordinating schedules, and confirming attendees. Screen telephone calls; answer inquiries or direct caller to appropriate individual for further information and/or resolution. Make travel arrangements and accommodations for physicians to include air, train, and hotel reservations. Submits travel requests, reimbursements/vouchers, and expense reports as required. Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included. Participates in completion of grant applications and special projects. Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepare statistical reports. Prepare and monitor budgets and grant allocations and maintain accruals. Prepare documents required to maintain balanced accounts for review and approval. Maintains files and ensures compliance with regulatory standards. Assist with the preparation of manuscripts and presentations, prepares tables, text and slides, performs literature searches as needed. Routinely update the physician’s biographical sketch, adding grants, journals, and articles as papers are written. Ensures adequate restock of supplies; takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure best pricing for equipment and supplies. Tracks expiration of vendors’ contracts and renews as needed. Assists in planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. Assist in development and coordination of informational packets for participants. Transcribes and distributes minutes. Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit. Serves as liaison with other departments or external parties as necessary to accomplish objectives and/or complete projects or assignments. Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). Coordinates Atran floor: repairs, supply orders, and daily operations. Helps supervise the two administrative assistants in concert with the Director. Tracks Paid Time Off (PTO) requests for the two Admin Assistants and ensures provider coverage. Supports the Director with reporting deadlines for all types of grants. Coordinates team lunches and broader team meetings. Performs other related duties as assigned. Equal Opportunity Employer The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. Compensation Statement Mount Sinai Health System (MSHS) provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,482.07 - $74,250 Annually. Actual salaries depend on a variety of factors, including experience, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits. #J-18808-Ljbffr Mount Sinai Health System