Administrative Assistant II - Hematology & Medical Oncology

Mount Sinai Morningside; New York (NY); On-site; USD 32,000 - 50,000; Full time

Job summary

Mount Sinai Morningside is seeking an Administrative Assistant II to support the Division of Hematology/Medical Oncology. The role involves coordinating clinical, administrative and academic activities for physicians, managing calendars, scheduling visits, answering phones, and assisting with day-to-day operations.

You will liaise across purchasing, facilities and operations, arrange travel for physicians, prepare documents for grants and manuscripts, and help ensure efficient clinic workflows

Qualifications

• Associates degree or equivalent, or combination of experience.
• 4+ years related administrative or business experience.
• Experience with office practices and common software tools such as Epic, Cerner, IDX.

Responsibilities

• Schedule MD office visits, treatments and procedures in Cerner, EPIC, Eagle and other systems.
• Obtain authorizations/referrals for physician visits, procedures, admissions and tests.
• Obtain patient records and establish patients from referring physicians or outside facilities.
• Assist in completing clinical information for disability and insurance forms.
• Make travel arrangements for physicians, including air, train and hotel reservations; prepare reimbursements.
• Provide administrative support to physicians; maintain calendars and coordinate meetings.
• Prepare manuscripts and presentations: tables, text and slides; perform literature searches as needed.
• Transcribe and distribute minutes; assist with grants and budgets; monitor accruals and reports.

Skills

Meeting coordination

Calendar management

Phone handling

Administrative liaison

Travel arrangements

Education

Associate degree or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office

Epic

Cerner

IDX

Job description

Job Description
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 establish 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. Prepares travel reimbursements and expense reports.
• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
• Serves 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. Maintains the physician’s calendar, coordinates meetings; including booking space, coordinating schedules, and confirming attendees
• Provides administrative support to the PI; assists with preparation of grants application including prepare the Financial Conflict of Interest Forms in Mount Sinai system and update the PI’s biographical sketch.
• Assist with the preparation of manuscripts and presentations: prepares tables, text and slides, performs literature searches as needed.
• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports. Prepares and monitors budgets and grant allocations, and maintains accruals.
• Assists 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. Transcribes and distributes minutes.
• Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
• Screen and prioritize incoming mail for needed action and follow up. Responds to mail where appropriate or distributes 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.
• Performs 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 MC Office programs and software including Epic, Cerner, IDX

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 $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.