Administrative Coordinator I (Executive Assistant) - Cardiology

Description

The Administrative Coordinator I role is essential in providing comprehensive support to The Director for The Center of Interventional Cardiovascular Research and Clinical Trials ensuring smooth day-to-day operations within the department or office. This position involves coordinating administrative activities across clinical, administrative, and academic departments, facilitating effective communication and project management.

Responsibilities

• The Administrative Coordinator I will provide essential support in managing the day-to-day operations for The Director.
• This role involves coordinating administrative activities across clinical, administrative, and academic sectors, ensuring smooth operations and effective communication.
• This role offers the opportunity to work closely with leadership in a dynamic environment, making a meaningful impact on patient care, clinical research, and departmental efficiency.
• Serve as the primary point of contact for patients traveling to Mount Sinai for consultation and treatment.
• Manage The Director’s calendar, including complex calendar scheduling of meetings, appointments, speaking engagements, and travel arrangements.
• Prepare travel reimbursements and expense reports.
• Updates requisite information of The Director (CVs and Disclosures) as new contracts are signed.
• Screen and prioritize incoming communications, responding or directing as necessary.
• Leads the planning and logistical arrangements for forums, conferences, seminars, and/or meetings. Assist in the development and coordination of informational packets for participants. Transcribes and distributes minutes.
• Prepare informational packets and presentations for meetings.
• Ensure all materials for The Director are complete and accurate.
• Assist with grant applications and special projects as needed.
• Mentor and train new office staff as required.
• 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.
• Oversight of Administration Team.
• Works closely with International Affairs to assist with immigration materials, visa processing, and supporting documents for international personnel and staff.
• Processes academic/clinical appointment materials for research fellows and visitors to the clinical trials center.
• Supports onboarding of new candidates/volunteer/observers and conducts orientation for new staff
• May participate in performance appraisal, promotions, transfers and other personnel transactions as assigned.
• Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
• Perform other related duties as assigned.

Qualifications

• Bachelors Degree or equivalent combination of applicable
• 5 years related administrative or business experience required. Some supervisory experience preferred. experience and education
• Due to the nature of this role supporting executive leadership, occasional flexibility to work beyond standard hours is required to meet urgent or time-sensitive needs.