Administrative Coordinator - Urology

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

Job summary

Mount Sinai's Milton and Carroll Petrie Department of Urology seeks an Administrative Coordinator to manage office services for the department head, supervise 1–2 staff, and align payroll, HR, and purchasing with budget goals.

The role oversees inquiries, payroll processing, inventory, event logistics, and document preparation, contributing to efficient operations and departmental success.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5 years related administrative or business experience required; supervisory experience preferred.
• Experience with payroll transactions and HR coordination.

Responsibilities

• Answers routine inquiries and directs complex inquiries as needed.
• Maintains and monitors the department budget and grant allocations.
• Initiates payroll transactions and coordinates HR/payroll issues.
• Ensures adequate restock of supplies and liaises with Purchasing.
• Plans and coordinates forums, conferences, and meetings; transcribes minutes.
• Develops informational materials and distributes communications.
• Mentors, trains and orients new staff; supervises assigned staff.

Skills

Budgeting

Payroll

HR coordination

Supervisory experience

Record keeping

Education

Bachelor's Degree or equivalent

Job description

The Milton and Carroll Petrie Department of Urology has long been a leader in clinical practice, education, and research. Faculty in our Department, which is housed within the Icahn School of Medicine at Mount Sinai, perform complex procedures using robotics, laparoscopy, and endoscopy, all as a part of our minimally invasive urologic surgery program. We remain equally committed to engaging in breakthrough research while training the next generation of leaders in the field.

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.
• 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.

• 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