Administrative Assistant II - ISM, Surgery

Mount Sinai Health System; United States; On-site; USD 50,000 - 70,000; Full time

Job summary

Mount Sinai Health System in New York City seeks an experienced Administrative Assistant II to provide comprehensive administrative support across budgeting, records, reporting, and liaison with purchasing, HR, facilities and operations.

The role involves compiling information for reports, preparing budgets and accruals, maintaining employee files, processing payroll transactions, coordinating meetings and travel, and ensuring regulatory compliance and timely communications within the department.

Qualifications

• Associates degree or equivalent combination of experience.
• 4+ years related administrative or business experience.

Responsibilities

• Researches, locates and compiles information for reports; prepares statistical reports.
• Prepares and monitors budgets and grant allocations; maintains accruals.
• Maintains departmental employee files and coordinates HR/payroll transactions.
• Assists in planning and logistical arrangements for forums, conferences and meetings.
• Transcribes and distributes minutes; screens and routes mail and calls.
• Plays a liaison role with other departments and external parties to achieve objectives.
• Manages travel arrangements and reimbursements; orders supplies and tracks vendor contracts.

Skills

Administrative support

Budget preparation

Record keeping

Payroll transactions

Liaison with departments

Travel arrangements

Scheduling meetings

Minutes transcription

Education

Associates degree or equivalent

Bachelor’s degree preferred

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.

• 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.

• 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