Administrative Assistant I - Div Gen Int Medicine

Mount Sinai; United States; On-site; USD 42,000 - 66,000; Full time

Job summary

Mount Sinai is seeking an Administrative Assistant to provide high-level administrative and operational support to the Research Program within the Division of General Internal Medicine. The role coordinates day-to-day logistics, meetings, travel, and onboarding to help faculty and staff work efficiently in a fast-paced academic environment.

The successful candidate will manage calendars, arrange large meetings with AV and catering, handle travel reimbursements, and maintain compliance

Qualifications

• Associates Degree or HS/GED with 2 years related experience.
• 2–3 years administrative or medical office experience required.

Responsibilities

• Provide administrative support, including calendar management, scheduling, and correspondence
• Coordinate large meetings and events, including room setup, catering, and audio/visual needs
• Process travel requests and reimbursements
• Support research space and facilities coordination
• Oversee office operations, including ordering and maintaining office supplies and vendor coordination
• Track and manage office and research equipment, including inventory and maintenance
• Handle incoming and outgoing mail, shipping, and courier services
• Support onboarding of new staff and assist with general program coordination
• Maintain compliance documentation, including certificate tracking and renewal of software licenses and subscriptions

Skills

Organizational skills

Multitasking

Communication skills

Microsoft Office

Independent work

Discretion

Team collaboration

Research operations familiarity

Confidential information handling

Education

Associate degree in Secretarial Science or related field

HS/GED + 2 years related experience

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

The Administrative Assistant provides high-level administrative and operational support to the Research Program within the Division of General Internal Medicine. This role supports research faculty and staff by managing day-to-day logistics, coordinating activities, and ensuring efficient office operations in a fast-paced academic environment.

• Provide administrative support, including calendar management, scheduling, and correspondence
• Coordinate large meetings and events, including room setup, catering, and audio/visual needs
• Process travel requests and reimbursements
• Support research space and facilities coordination
• Oversee office operations, including ordering and maintaining office supplies and vendor coordination
• Track and manage office and research equipment, including inventory and maintenance
• Handle incoming and outgoing mail, shipping, and courier services
• Support onboarding of new staff and assist with general program coordination
• Maintain compliance documentation, including certificate tracking and renewal of software licenses and subscriptions

• Associates Degree in Secretarial Science or related field, or HS/GED plus two years of related experience (Bachelors Degree preferred).
• 2-3 years administrative or medical office experience required

Preferred Skills

• 2+ years of administrative experience, preferably in an academic, healthcare, or research setting
• Strong organizational, multitasking, and problem-solving skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to work independently and collaboratively with diverse teams
• High level of professionalism and discretion in handling confidential information
• Experience supporting research faculty or academic programs
• Familiarity with research operations
• Experience with office or facilities coordination

Non-Bargaining Unit, 040 - Div Gen Int Medicine MSH - ISM, Icahn School of Medicine