Administrative Coordinator - Dermatology

Mount Sinai; United States; On-site; USD 60,000 - 75,000; Full time

Job summary

Mount Sinai's Waldman Department of Dermatology at the Icahn School of Medicine seeks an Administrative Coordinator to oversee department head administrative duties and office services. You will manage calendars, plan travel, handle payroll submissions and HR liaison work, and monitor budgets and records.

The role supervises 1–2 staff and reports to a division head or higher, with responsibilities for proposals, procurement, and routine communications.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum 5 years of related administrative or business experience; supervisory experience preferred.

Responsibilities

• Manage and maintain the faculty member’s calendar; coordinate internal and external meetings and events.
• Coordinate domestic and international travel; arrange flights, lodging and itineraries.
• Prepare travel reimbursements and track business expenses per policy.
• Maintain accurate CVs, publications, awards and biosketches for annual reviews.
• Organize electronic records and assist with routine correspondence and materials.
• Track invitations, speaking engagements and other external commitments.
• Answer routine inquiries; escalate when needed to the appropriate department.
• Monitor department budget and grant allocations; prepare supporting documents.
• Coordinate HR and payroll transactions; liaise with HR/payroll to resolve issues.
• Ensure supplies are stocked; requisition items and coordinate with Purchasing.
• Develop/update informational flyers, brochures and mailings.
• Research and compile information for reports; prepare statistical outputs.
• Check materials for supervisor’s attention and ensure data is complete.
• May assist in grant applications and special projects.
• Coordinate administrative, secretarial and general office support coverage.
• Performs other related duties as required.

Skills

Calendar management

Travel planning

Expense reimbursement

HR liaison

Budget tracking

Records management

Administrative support

Communications

Grant prep

Procurement

Education

Bachelor’s Degree

Job description

The Kimberly and Eric J. Waldman Department of Dermatology at the Icahn School of Medicine at Mount Sinai is dedicated to delivering superior, comprehensive dermatologic care that exceeds patient expectations, and to advancing the science of dermatology through research and education.

From preparing the next generation of leaders, to providing cutting-edge and cost-effective treatment, the Department of Dermatology thrives on a passion to improve the lives of patients through science.

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.

• Calendar and scheduling management: Manage and maintain the faculty member’s calendar, including scheduling and coordinating internal and external meetings, interviews, seminars, speaking engagements, and other professional commitments. Proactively resolve scheduling conflicts, coordinate with participants, and ensure appropriate meeting materials and logistical information are available in advance.
• Travel coordination: Coordinate domestic and international professional travel, including flights, accommodations, ground transportation, conference registration, itineraries, and related logistics. Maintain organized travel records and communicate changes or requirements as needed.
• Travel reimbursement and expense management: Prepare, submit, and track travel reimbursements and other business expenses in accordance with institutional policies. Collect and organize receipts and supporting documentation, reconcile expenses, and follow up on outstanding reimbursements through completion.
• Curriculum vitae and professional records: Maintain an accurate and up-to-date academic CV, including publications, invited lectures, awards, grants, committee service, professional activities, and other scholarly accomplishments. Maintain supporting records and documentation needed for annual reviews, promotions, nominations, biosketches, and institutional reporting.
• Administrative organization and correspondence: Maintain organized electronic records of professional activities, travel, invitations, and key documents. Assist with routine correspondence, preparation and review of materials requiring the faculty member’s attention, and follow-up on administrative requests.
• Professional engagement coordination: Track invitations, speaking engagements, conferences, advisory activities, and other external commitments. Coordinate required forms, biographies, headshots, disclosures, presentation materials, and related administrative requirements.
• Answers routine and specific inquiries when possible. Directs inquiries, when necessary, to the appropriate department or individual for further information and/or resolution.
• 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.
• 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.
• Coordinates administrative, secretarial and/or general office support coverage.
• Performs other related duties.

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