Administrative Coordinator-Administration-Pediatrics

Mount Sinai Health System; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Mount Sinai Health System is seeking an Administrative Coordinator to handle administrative and office services for the head of a department, care center, or division. The role oversees 1-2 direct reports and reports to a division head or VP.

Responsibilities include calendar management, budget and grant tracking, payroll transactions, purchasing, inventory, meeting logistics, minutes, and staff mentoring. This position requires cross‑department coordination and adherence to policies.

Qualifications

• Bachelor's degree or equivalent combination of applicable experience.
• At least 5 years of related administrative or business experience.
• Some supervisory experience preferred.

Responsibilities

• Manage calendar for department head and prioritize meetings.
• Coordinate payroll submissions and liaise with HR/payroll teams.
• Assist in budgeting and grant allocations; prepare balanced accounts for review.
• Oversee purchasing process and inventory; coordinate vendor contracts.
• Draft and distribute informational materials; prepare minutes and reports.
• Coordinate events, meetings, and visiting professorships; arrange logistics.
• Mentor and train new office staff; supervise assigned personnel.
• Ensure coverage of administrative and secretarial support when needed.

Skills

Calendar management

Payroll processing

HR liaison

Budget tracking

Staff supervision

Purchasing

Administrative support

Education

Bachelor's degree or equivalent

Tools

MS Office

Job description

The Administrative Coordinator is responsible for administrative and office service activities such as purchasing, payroll, records control and human resources for the head of a department, care center or division. This individual is expected to oversee 1-2 administrative direct reports, and typically reports to a division head, vice president or higher-level executive.

• Answers routine and specific inquiries when possible. Directs inquiries, when necessary, to the appropriate department or individual for further information and/or resolution.
• Responsible for calendar management
• Assists in maintaining and monitoring the budget and grant allocations. Prepares documents required to maintain balanced accounts for review and approval.
• 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.
• 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.
• 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.
• Develops, updates and/or revises informational flyers, brochures, leaflets and mailings.
• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports.
• Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included.
• May assist supervisor with the completion of grant applications, special projects and JCAHO and other survey preparations.
• Mentors, trains and/or conducts orientation for new office support staff and monitors performance.
• Coordinates administrative, secretarial and/or general office support coverage.
• Assigns work, sets deadlines and supervises the work of assigned staff.
• Performs other related duties.

• Bachelors Degree or equivalent combination of applicable
• 5 years related administrative or business experience required. Some supervisory experience preferred. experience and education

Preferred

• Calendar Management experience