Executive Assistant I - Medicine Administration

• The Department of Medicine is at the forefront of twenty-first century medicine
• with an uncompromising commitment to providing excellent patient care; to
• conducting cutting-edge research; and to the rigorous training of tomorrow’s
• physicians and physician-scientists in an environment that supports all members
• of our community. Our department is ranked in the top 10 for funding by the
• National Institutes of Health (NIH) and we receive nearly $150 million annually.
• Our highly competitive residency programs have a national reputation for
• excellence for producing the highest quality junior faculty and physicians. As
• the largest academic department in the Mount Sinai Health System, we are leading
• the integration of the latest discoveries in the lab and innovations in clinical
• care into patient-centric care models in the safest, and most compassionate way
• possible.

• The Executive Assistant I is responsibilities include overall support to a
• Vice-President or Chairman as related to day-to-day operations of the department
• or office. Coordinates the administrative activities for the clinical,
• administrative, and academic department or departments for which the VP or Chair
• is responsible.

RESPONSIBILITIES

• Partners with management in the planning, scheduling, coordination and

• reporting of activities to ensure that projects, goals and objectives are
• accomplished on time and within budget.

• Researches, locates and compiles information for reports. Assembles and

categorizes figures for computation and calculations. Prepares statistical

reports

• Monitors budgets and grant allocations, and maintains accruals. Prepares

documents required to maintain balanced accounts for review and approval.

• May maintain departmental employee files, and ensure compliance with

• regulatory standards. 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.

• May mentors, train and/or conduct orientation for new office support staff

and monitors performance.

• May coordinates administrative, secretarial and/or general office support

coverage.

• May assign work, set deadlines and supervise the work of assigned staff, and

participate in performance appraisal process.

• 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.

• Checks materials submitted for supervisors attention to ensure all relevant

data, authorizations and pertinent information are included.

• 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.

• Coordinates meetings and appointments, and maintains supervisors calendar.
• Makes travel arrangements and accommodations. Prepares travel reimbursements

and expense reports.

• Screens and prioritizes incoming mail for needed action and follow up.

• Responds to mail where appropriate or distributes mail requiring attention to
• appropriate individual(s).

• Screens telephone calls, answer inquiries or direct caller to the appropriate

individual for further information and/or resolution.

• May assist supervisor with the completion of grant applications, special

projects and Joint Commission and other survey preparations.

• Performs other related duties.

QUALIFICATIONS

• Bachelor's degree or equivalent combination of experience and education
• 5 years related administrative or business experience

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.