Administrative Coordinator - Tisch Cancer Center

The Administrative Coordinator is required to manage administrative and academic activities relating to the physicians within the Tisch Cancer Center, Division of Hematology/Medical Oncology. 

Duties will include activities such as meeting coordination and calendar management, answering phones, travel coordination and reimbursement, supply ordering, and other day-to-day operations as required.  Under the guidance of the Administrative and/or Finance Manager, the individual will also assist with the preparation and submission of Federal, State and Foundation grants and contract applications.   The individual will report into the Administrative Manager. 

The Tisch Cancer Center is a vital component of the Icahn School of Medicine at Mount Sinai Hospital and plays a key role in the Mount Sinai Health System, which is one of the largest health care systems in the nation.  We are a National Cancer Institute (NCI)-designated center and provide a multidisciplinary approach to cancer treatments and clinical breakthroughs that may one day put an end to cancer. .

• Provides administrative support to one or more physicians as related to daily operations of the division.  Maintains the physician’s calendar, coordinates meetings, including booking space, coordinating schedules, and confirming attendees. 
• Screen telephone calls; answer inquiries or direct caller to the appropriate individual for
  further information and/or resolution. 
• Make travel arrangements and accommodations for physicians to include air, train and hotel reservations.  Submits travel requests, reimbursements/vouchers, and expense reports as required. 
• Checks materials submitted for supervisor's attention to ensure all relevant data, 
  authorizations and pertinent information are included. 
• Participate in the completion of grant applications and special projects. 
• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepare statistical reports. Prepares and monitors budgets and grant allocations and maintains accruals. 
• Prepare documents required to maintain balanced accounts for review and approval. Maintains files and ensures compliance with regulatory standards. 

• Assist with the preparation of manuscripts and presentations, prepares tables, text and slides, performs literature searches as needed.

• Routinely update the physician’s biographical sketch which includes (but is not limited to) adding grants as they are awarded, journals, and articles as papers are written.
• Ensures adequate restock of supplies.  Take inventory or examine 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. 
• Investigates, evaluates and resolves typical administrative or operational problems or 
  situations affecting the work unit. 
• Serves as a liaison with other departments or external parties as necessary to accomplish objectives and/or to complete projects or assignments.
• 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). 
• Coordinates the Atran floor: repairs, supply orders, and daily operations.
• Helps supervise the 2 administrative assistants in concert with the Director.
• Tracks Paid Time Off (PTO) requests for the 2 Admin Assistants and ensure provider coverage.
• Supports the Director with reporting deadlines for all types of grants.
• Coordinates team lunches and broader team meetings.

• Performs other related duties as assigned.

   

• Bachelors Degree or equivalent combination of applicable
• 5 years related administrative or business experience required. Some supervisory experience preferred. experience and education.  Experience in an academic or healthcare environment preferred

Preferred:

• Ability to work proactively and independently with minimal supervision. 
• Solid experience in using MC Office programs and software including Word, Excel, PowerPoint, and Outlook as well as experience with Doodle Poll, WebEx, and GoTo Meeting.
• Knowledge of PubMed, and InfoEd desirable
• Knowledge of grants highly desirable.
• Experience with both PC and Mac software is strongly preferred.