Administrative Coordinator - Tisch Cancer Center

Administrative Coordinator

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 will include activities such as 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.

The Tisch Cancer Center is a vital component of the Icahn School of Medicine at Mount Sinai Hospital and plays a key role in the Mount Sinai Health System, which is one of the largest health care systems in the nation. We are a National Cancer Institute (NCI)-designated center and provide a multidisciplinary approach to cancer treatments and clinical breakthroughs that may one day put an end to cancer.

Responsibilities

• Provides administrative support to one or more 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 the 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.
• Participate in the 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. Prepares and monitors budgets and grant allocations and maintains 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 which includes (but is not limited to) adding grants as they are awarded, journals, and articles as papers are written.
• Ensures adequate restock of supplies. Take inventory or examine merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors' contracts and renews as needed.
• Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. Assist in the 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 a liaison with other departments or external parties as necessary to accomplish objectives and/or to 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 the Atran floor: repairs, supply orders, and daily operations.
• Helps supervise the 2 administrative assistants in concert with the Director.
• Tracks Paid Time Off (PTO) requests for the 2 Admin Assistants and ensure 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.

Qualifications

• Bachelors Degree or equivalent combination of applicable experience and education. Experience in an academic or healthcare environment preferred.

Preferred:

• Ability to work proactively and independently with minimal supervision.
• Solid experience in using MS 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 is strongly preferred.

Required Skills

• MS Excel
• MS Word
• Outlook

About Us

Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report's "Best Children's Hospitals" ranks Mount Sinai Kravis Children's Hospital among the country's best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek's "The World's Best Smart Hospitals" ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

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.

Job Info

• Job Identification 3037661
• Job Category Administrative
• Job Schedule Full time
• Job Shift Day
• Locations 1428 Madison Ave, New York, NY, 1