Executive Administrative Coordinator for Medical Chair

Mount Sinai Medical Center; New York (NY); On-site; USD 65,000 - 105,000; Full time

Job summary

Mount Sinai Health System seeks an Administrative Professional to support the System Chair of the Urology Department. You will expertly manage a demanding schedule spanning clinical, academic, and administrative duties, arrange meetings and travel, and prepare daily calendars for review.

The role requires proactive communication, meticulous organization, and discretion with sensitive information. You will collaborate with HR on recruitment, coordinate departmental events, and support clinical

Qualifications

• Bachelor's degree or greater preferred, or a combination of applicable experience and education.
• 3+ years experience (5 preferred), managing and administrating program activities for assigned area
• Exceptional organizational and time-management skills
• Project Management and Coordination Skills
• High level communications skills
• Proficiency in Microsoft Office Suite
• Strong written and verbal communication skills
• Familiarity with travel coordination
• Ability to handle sensitive information with discretion and confidentiality
• Flexibility to adapt to changing priorities and manage multiple tasks simultaneously

Responsibilities

• Manage and maintain the Chairman's comprehensive schedule, including clinical, academic, and administrative commitments.
• Arrange and confirm meetings, zoom calls, and conferences.
• Prepare and provide a daily schedule for review. Ensure synchronization of calendars.
• Handle a wide range of email correspondences, ensuring timely responses and follow-ups.
• Manage the Chair's phone calls and text messages, ensuring timely responses.
• Transcribes and distributes minutes.
• Liaise with other departments or external parties to accomplish objectives.
• Facilitate Faculty and Non-Faculty candidate visits, including scheduling and logistical arrangements.
• Collaborate with HR for recruitment and onboarding processes.
• Arrange domestic and international travel logistics, including flights, accommodations, conference participation and maintaining a travel calendar.
• Handle travel reimbursements and maintain detailed records.
• Assist in organization of departmental events, conferences, seminars, meetings and/or visiting professorships.
• Manage licenses, insurance, and professional memberships.
• Maintain NIH Biosketch and CV.
• Maintain databases for various departmental needs.
• Handle ordering of supplies and purchases.
• Oversee reimbursements and invoice management.
• Check materials submitted for supervisor's attention to ensure all relevant data is included.
• Support clinical trial coordination and manage related documentation.
• Handle tasks in Sinai Central including conflict of interest, requisitions, and approvals.
• Manage travel requests and expense reconciliation.

Skills

Communication skills

Proactive mindset

Time-management

Discretion & confidentiality

Microsoft Office

Education

Bachelor's degree or greater

Tools

Microsoft Office Suite

Job description

Mount Sinai Health System seeks an Administrative Professional to support the System Chair of the Urology Department. You will expertly manage a demanding schedule spanning clinical, academic, and administrative duties, arrange meetings and travel, and prepare daily calendars for review.

The role requires proactive communication, meticulous organization, and discretion with sensitive information. You will collaborate with HR on recruitment, coordinate departmental events, and support clinical