Executive Administrative Coordinator for Medical Chair

Description We are seeking dynamic and dedicated Administrative Professional to provide comprehensive support to the System Chair of the Urology Department. This role is instrumental in managing the Chair's complex and dynamic schedule, including academic, clinical, and administrative responsibilities. We are looking for an individual who is eager to learn, possesses a proactive mindset, and can thrive in a fast-paced environment. The role requires effective communication skills, the ability to manage various tasks simultaneously, and a keen attention to detail. Monday-Friday, some additional time and weekend needs may arise based on projects and deadlines Responsibilities Daily Operations: Manage and maintain the Chairman's comprehensive schedule, including clinical, academic, and administrative commitments. Arrange and confirm meetings, zoom calls, and conferences. Prepare and provide a daily schedule for review. Ensure synchronization of surgical, clinical, academic, travel and administrative calendars. Handle a wide range of email correspondences, ensuring timely responses and follow-ups. Manage the Chair's phone calls and text messages, ensuring timely responses. Transcribes and distributes minutes. Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments. Recruitment Facilitate Faculty and Non-Faculty candidate visits, including scheduling and logistical arrangements. Collaborate with HR for recruitment and onboarding processes. Travel and Event Coordination: Arrange domestic and international travel logistics, including flights, accommodations, conference participation and maintaining a travel calendar. Handle travel reimbursements and maintain detailed records. Assist in organization of departmental events, conferences, seminars, meetings and/or visiting professorships. Administrative Duties: Manage licenses, insurance, and professional memberships. Maintain and update NIH Biosketch and CV. Maintain databases for various departmental needs. Handle the ordering of supplies, items and food, and maintaining detailed records of purchases. Oversee financial aspects, including reimbursements and invoice management. Academic and Clinical Support: Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included. Support clinical trial coordination and manage related documentation. Handle various tasks in Sinai Central including conflict of interest, requisitions, and approvals. Manage travel requests and expense reconciliation. Qualifications Bachelors degree or greater preferred, or a combination of applicable experience and education 3+ years experience (5 preferred), managing and administrating program activities for assigned area Preferred skills/qualifications: Exceptional organizational and time-management skills Project Management and Coordination Skills High level communications skills Proficiency in Microsoft Office Suite Strong written and verbal communication skills Familiarity with travel coordination Ability to handle sensitive information with discretion and confidentiality Flexibility to adapt to changing priorities and manage multiple tasks simultaneously Employer Description 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. Compensation The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $64526.72 - $105000 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational 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