Administrative Assistant II - Hematology & Medical Oncology

About the role

The Administrative Assistant II will be required to manage clinical, administrative and academic activities relating to the physicians within the Division of Hematology/Medical Oncology. Duties will include meeting coordination and calendar management, answering phones, coordinating patient appointments, and other day-to-day operations as required. He/she will also serve as administrative liaison with others related to purchasing, facilities and operations. 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

• Schedule MD office visits, treatment visits and procedures for patients in all computer systems or as necessary, not limiting to Cerner, EPIC and Eagle thoroughly, accurately and timely.
• Obtain authorizations and/or referrals for physician office visits, outpatient procedures, inpatient admissions and diagnostic tests prior to services rendered.
• Obtain patient records, new and established patients from referring physicians, outside facilities, etc.
• Assist in the completion and gathering of clinical information for disability and insurance related issues and forms.
• Make travel arrangements and accommodations for physicians to include air, train and hotel reservations; prepare travel reimbursements and expense reports.
• Check materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
• Serve as a liaison with other departments or external parties as necessary to accomplish objectives and/or complete projects or assignments.
• Provide administrative support to one or more physicians as related to day-to-day operations.
• Maintain the physician’s calendar, coordinate meetings including booking space, coordinating schedules, and confirming attendees.
• Provide administrative support to the PI; assist with preparation of grant applications including preparing Financial Conflict of Interest Forms in Mount Sinai system and updating the PI’s biographical sketch.
• Assist with the preparation of manuscripts and presentations: prepare tables, text and slides, perform literature searches as needed.
• Research, locate and compile information for reports; assemble and categorize figures for computation and calculations; prepare statistical reports.
• Prepare and monitor budgets and grant allocations, and maintain accruals.
• Assist 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; transcribe and distribute minutes.
• Investigate, evaluate and resolve typical administrative or operational problems or situations affecting the work unit.
• Screen and prioritize incoming mail for needed action and follow up; respond to mail where appropriate or distribute mail requiring attention to appropriate individual(s).
• Screen telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
• Perform other related duties as assigned.

Qualifications

Associates degree or equivalent combination of experience (Bachelors preferred).

4+ years related administrative or business experience.

Preferred competencies

• Knowledge of office and administrative practices
• Solid experience in using MS Office programs and software including Epic, Cerner, IDX

About the organization

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. 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. Consistently ranked by U.S. News & World Report's Best Hospitals with high "Honor Roll" status, including No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in multiple specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding.

Pay

The salary range for the role is $23 - $36 Hourly. 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.