Executive Assistant I-Radiation Oncology-12380-ISM-001

$62,571 - $79,000/Yr

Mount Sinai Health System - New York, NY

Full-time - Mid Level

New York, NY

10,001+ employees

Hospitals

About the position

The Executive Assistant I in Radiation Oncology at The Mount Sinai Health System provides comprehensive administrative support to a Vice-President or Chairman, ensuring the smooth operation of the department. This role involves coordinating various administrative activities across clinical, administrative, and academic departments, facilitating effective communication and project management to meet departmental goals and objectives. The Executive Assistant will be responsible for planning, scheduling, and reporting on activities, ensuring that projects are completed on time and within budget. In addition to project coordination, the Executive Assistant will conduct research, compile information for reports, and prepare statistical documents. This includes monitoring budgets and grant allocations, maintaining accurate financial records, and preparing necessary documentation for review and approval. The role may also involve managing employee files, ensuring compliance with regulatory standards, and handling human resources and payroll transactions. The Executive Assistant may mentor and train new office support staff, oversee their performance, and coordinate general office support coverage. The position requires strong organizational skills to assist in planning and logistical arrangements for various events, including forums, conferences, and seminars. The Executive Assistant will also be responsible for developing informational materials, managing supplies, and coordinating meetings and appointments. Travel arrangements and expense reports will be part of the responsibilities, along with screening and prioritizing incoming communications. The role may also involve assisting with grant applications and special projects, contributing to the overall success of the department.

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 mentor, train and/or conduct orientation for new office support staff and monitors performance.
• May coordinate 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.

Requirements

• Bachelor's degree or equivalent combination of experience and education
• 5 years related administrative or business experience
• Proficiency in MS Excel
• Proficiency in MS Word
• Proficiency in Outlook