Administrative Coordinator - Medical Education

Mount Sinai; New York (NY); On-site; USD 66,000 - 74,000; Full time

Job summary

The Administrative Coordinator at Mount Sinai Health System oversees administrative and office services for a department, care center or division. This role may supervise 1–2 staff and typically reports to a division head or higher executive, ensuring smooth daily operations and compliance with policies.

Responsibilities include payroll processing, budgeting support, record control, vendor coordination, meetings logistics, minutes transcription, and developing informational materials.

Qualifications

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

Responsibilities

• Answers routine and specific inquiries when possible; directs to appropriate department as needed.
• Maintains and monitors budget and grant allocations; prepares documents for balanced accounts.
• Initiates and follows through on HR and payroll transactions; generates weekly payroll submission.
• Ensures adequate restock of supplies; examines merchandise and reorders; coordinates vendor contracts.
• Plans forums, conferences, seminars, and meetings; prepares participant packets; transcribes minutes.
• Develops and revises informational flyers, brochures and mailings.
• Researches and compiles information for reports; prepares statistical figures.
• Checks materials submitted for supervisor's attention for accuracy and completeness.
• Supports grant applications and special projects; assists with survey preparations.
• Mentors, trains and conducts orientation for new staff; monitors performance.
• Coordinates administrative and office support coverage; assigns work and deadlines.
• Performs other related duties.

Skills

Payroll processing

Budget monitoring

HR coordination

Supervisory experience

Education

Bachelor's Degree or equivalent

Job description

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.

Responsibilities

1. Answers routine and specific inquiries when possible. Directs inquiries, when necessary, to the appropriate department or individual for further information and/or resolution.

2. Assistsin maintaining and monitoring the budget and grant allocations. Preparesdocuments required to maintain balanced accounts for review and approval.

3. Initiatesand follows through on human resources and payroll transactions. Generatesweekly payroll submission. Maintains liaison with human resources and payrollto coordinate and resolve issues and problems.

4. Ensuresadequate restock of supplies for department. Takes inventory or examinesmerchandise to identify items to be reordered or replenished. Requisitionsmerchandise from supplier and collaborates with Purchasing to secure the bestpricing for equipment and supplies. Tracks expiration of vendors contractsand renews as needed.

5. Assistsin the planning and logistical arrangements for forums, conferences, seminars,meetings and/or visiting professorships. Assist in the development andcoordination of informational packets for participants. Transcribes anddistributes minutes.

6. Develops,updates and/or revises informational flyers, brochures, leaflets and mailings.

7. Researches,locates and compiles information for reports. Assembles and categorizesfigures for computation and calculations. Prepares statistical reports.

8. Checksmaterials submitted for supervisors attention to ensure all relevant data,authorizations and pertinent information are included.

9. Mayassist supervisor with the completion of grant applications, special projectsand JCAHO and other survey preparations.

10. Mentors, trains and/orconducts orientation for new office support staff and monitors performance.

11. Coordinates administrative, secretarial and/or general officesupport coverage.

12. Assigns work, setsdeadlines and supervises the work of assigned staff.

13. Performs other related duties.

Qualifications

• Bachelor's Degree or equivalent combination of applicable experience and education.


• 5 years related administrative or business experience required.Some supervisory experience preferred.

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 $66482.07 - $74250 Annually. 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.