Administrative Coordinator - Digital & Data Driven Medicine

Administrative Coordinator

The Division of Digital and Data-Driven Medicine (D3M) seeks a highly organized and proactive Administrative Coordinator to support the Division Chief and oversee the day-to-day administrative and operational functions of a growing academic division. This role combines high-level executive support, division operations, budget management, and coordination of research and program activities, ensuring efficient execution across multiple priorities. The Administrative Coordinator will serve as a central hub for scheduling, communications, operational workflow management, and support of faculty and trainee engagement.

Responsibilities

Executive Scheduling and Support

Manage complex calendar and scheduling for the Division Chief across clinical, research and administrative priorities. Coordinate internal and external meetings, including agendas, materials, and follow-ups

Assist with email triage and communications as needed;

Arrange travel and manage reimbursements

Prepare presentations, reports, and key documents

Division Operations, Budgeting and Administrative Management

Oversee day-to-day administrative operations of the division

Develop, track, and manage division budgets in collaboration with finance teams

Monitor expenditures, forecasting, and resource allocation across projects and personnel

Coordinate onboarding of faculty, staff, postdoctoral fellows, and trainees

Support recruitment processes including scheduling interviews, coordinating candidate visits, and tracking applicants

Assist with retention efforts by supporting faculty engagement initiatives and tracking needs

Support space planning, office logistics, and operational workflows

Maintain organized tracking systems for division activities, priorities, and deadlines

Program and Research Coordination

Coordinate meetings and logistics for research projects and interdisciplinary teams

Track project timelines, deliverables, and key milestones

Assist with preparation and organization of grant materials and submissions

Support coordination across collaborators, departments, and institutions

Communication and Coordination Hub

Serve as a central point of contact for faculty, staff, trainees and collaborators; coordinate cross-team scheduling and communications

Help organize division meetings, seminars, and events

Support communication of division initiatives and priorities

Qualifications

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

Preferred:

Experience with budget development, financial tracking, or operational management

Strong administrative and organizational experience in academic, healthcare, or research settings

Exceptional scheduling and coordination skills

Ability to manage multiple priorities in a fast-paced environment

Strong communication and professionalism

Experience supporting academic recruitment or faculty affairs processes

Familiarity with grants, financial systems, or program coordination

Interest in AI, digital health, or data-driven research

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 "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 3039402
• Job Category Administrative
• Locations 1468 Madison Ave, New York, NY, 10029, US