Administrative Assistant II - ISM, Surgery

Mount Sinai Morningside; New York (NY); On-site; USD 65,904,000 - 103,155,000; Full time

Job summary

Mount Sinai Morningside seeks an experienced Administrative Assistant II to provide broad administrative support across budgeting, records, and operations. You will liaise with HR, payroll, facilities, and purchasing while ensuring regulatory compliance and timely reporting.

The role requires 4+ years of relevant experience and an Associate's degree (Bachelor's preferred). This is a full-time on-site position within the Mount Sinai Health System in New York, with responsibilities spanning travel

Qualifications

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4+ years related administrative or business experience

Responsibilities

• 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. 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
• 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.
• Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included.
• Ensures adequate restock of supplies for department. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors contracts and renews as needed.
• Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments.
• May participate in the completion of grant applications, special projects and JCAHO and other survey preparations.
• May make travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
• May 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).
• May screen telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
• May screen and schedule patient appointments, schedule referrals of special testing or doctors visits, and keep record of patient billing for submission.
• Performs other related duties.

Skills

Administrative support

Budget preparation

Record keeping

HR liaison

Education

Associates degree or equivalent combination of experience

Bachelor's degree preferred

Job description

Description

Job Description The Administrative Assistant II is an experienced administrative support person who provides a wide variety of administrative support services including budget preparation and control activities, preparation and control of records, statistics and reports regarding operations and personnel matters. She/he may serve as administrative liaison with others related to purchasing, human resources, facilities and operations.

Responsibilities

• 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. 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
• 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.
• Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included.
• Ensures adequate restock of supplies for department. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors contracts and renews as needed.
• Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments.
• May participate in the completion of grant applications, special projects and JCAHO and other survey preparations.
• May make travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
• May 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).
• May screen telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
• May screen and schedule patient appointments, schedule referrals of special testing or doctors visits, and keep record of patient billing for submission.
• Performs other related duties.

Qualifications

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4+ years related administrative or business experience

Non-Bargaining Unit, 862 - Surgery - ISM, Icahn School of Medicine

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.