Administrative Assistant II - Hematology & Medical Oncology

The Administrative Assistant II will be required to manage clinical, administrative and academic activities relating to the physicians within the Division of Hematology/Medical Oncology.  Duties will include meeting coordination and calendar management, answering phones, coordinating patient appointments, and other day-to-day operations as required.   He/she will also serve as administrative liaison with others related to purchasing, facilities and operations.

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.  

• Schedule MD office visits, treatment visits and procedures for patients in all computer systems or as necessary, not limiting to Cerner, EPIC and Eagle thoroughly, accurately and timely.
• Obtain authorizations and/or referrals for physician office visits, outpatient procedures,  inpatient admissions and diagnostic tests prior to services rendered.
• Obtain patient records, new and establish patients from referring physicians, outside facilities etc.
• Assist in the completion and gathering of clinical information for disability and insurance related issues and forms.
• Make travel arrangements and accommodations for physicians to include air, train and hotel reservations. Prepares travel reimbursements and expense reports. 
• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included. 
• Serves as a liaison with other departments or external parties as necessary to accomplish objectives and or complete projects or assignments. 
• Provide administrative support to one or more physicians as related to day-to day operations.  Maintains the physician’s calendar, coordinates meetings; including booking space, coordinating schedules, and confirming attendees
• Provides administrative support to the PI; assists with preparation of grants application including prepare the Financial Conflict of Interest Forms in Mount Sinai system and update the PI’s biographical sketch.
• Assist with the preparation of manuscripts and presentations: prepares tables, text and slides, performs literature searches as needed.
• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports. Prepares and monitors budgets and grant allocations, and maintains accruals. 
• 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. 
• Screen and prioritize incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). 
• Screen telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution. 
• Performs other related duties as assigned.
   

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4+ years related administrative or business experience
• Preferred competencies:
  • Knowledge of office and administrative practices
  • Solid experience in using MC Office programs and software including Epic, Cerner, IDX