Executive Assistant I - Ambulatory Care Operations - Mount Sinai Hospital - Full-Time 8:30AM-4:30PM

About the Role

Provides overall support to a Vice-President or Chairman related to day-to-day operations of the department or office. Coordinates the administrative activities for the clinical, administrative, and academic department(s) for which the VP or Chair is responsible.

Responsibilities

• Partners with management in planning, scheduling, coordination, and reporting of activities to ensure projects, goals, and objectives are accomplished on time and within budget.
• Researches, locates, and compiles information for reports; assembles and categorizes figures for computation and calculations; prepares statistical reports.
• Monitors budgets and grant allocations, maintains accruals, and prepares documents required to maintain balanced accounts for review and approval.
• Maintains departmental employee files and ensures compliance with regulatory standards.
• Initiates and follows through on human resources and payroll transactions; generates weekly payroll submission.
• Maintains liaison with human resources and payroll to coordinate and resolve issues and problems.
• May mentor, train, and/or conduct orientation for new office support staff and monitors performance.
• May coordinate administrative, secretarial, and/or general office support coverage; assigns work, sets deadlines, supervises staff, and participates in performance appraisal process.
• Assists in planning and logistical arrangements for forums, conferences, seminars, meetings, and/or visiting professorships; develops and coordinates informational packets for participants.
• Transcribes and distributes minutes; develops, updates, and/or revises informational flyers, brochures, leaflets, and mailings.
• Checks materials submitted for supervisor’s attention to ensure all relevant data, authorizations, and pertinent information are included.
• Ensures adequate restock of supplies; takes inventory, examines merchandise, and identifies items to be reordered or replenished.
• Requisitions merchandise from suppliers and collaborates with Purchasing to secure the best pricing for equipment and supplies.
• Tracks expiration of vendor contracts and renews as needed.
• Coordinates meetings and appointments, maintains supervisor’s calendar, and makes travel arrangements and accommodations.
• Prepares travel reimbursements and expense reports.
• Screens and prioritizes incoming mail, responds where appropriate, or distributes mail requiring attention.
• Screens telephone calls, answers inquiries, or directs callers to the appropriate individual for further information.
• May assist supervisor with the completion of grant applications, special projects, and Joint Commission or other survey preparations.
• Performs other related duties.

Requirements

• Bachelor’s degree or equivalent combination of experience and education.
• 5 years of related administrative or business experience.

About the Employer

The 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, over 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 by tackling complex healthcare challenges through discovery, education, and patient-centered care.

Consistently ranked by U.S. News & World Report’s Best Hospitals, Mount Sinai holds high "Honor Roll" status and is ranked 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 this role is $66,482.07 - $98,827 annually. Actual salaries depend on experience, education, and operational need and do not include bonuses, incentive pay, or other forms of compensation.