The Administrative Assistant I provides administrative support services for one or more individuals, a department or a division. Assists supervisor in routine personnel, budget and other operational details. This individual typically reports to a manager, director or division head.

Responsibilities

• Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages and instructions.
• Assists with budget preparation and is responsible for monitoring and maintaining records of expenses for variance reporting.
• Assists in the planning and logistical coordination of meetings and office activities, forums and conferences.
• May review and revise brochures, announcements or other informational items regarding program and/or departmental operations. Drafts, edits and formats materials such as flyers, leaflets and letters.
• May prepare minutes of meetings, agendas, correspondence, statistical reports, tables and other documents and transcribes dictation as needed.
• Prepares and follows up on purchase orders, change orders, check requests and petty cash vouchers. Processes and follows up on tuition and other forms of reimbursement for assigned staff
• Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
• Screens and prioritizes all 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, answers routine inquiries or refers caller to the appropriate individual for response.
• May screen and schedule patient appointments, schedule referrals of special testing or doctors visits, and keep record of patient billing for submission.
• May maintain employee and/or patient files.
• May assist in processing payroll and/or maintaining the PTO system for the department.
• May track expiration dates of staffs professional licensure, and notify staff of upcoming license expiration date to prevent suspension.
• Performs other related duties.

Qualifications

• Associates Degree in Secretarial Science or related field, or HS/GED plus two years of related experience (Bachelors Degree preferred).
• 2-3 years administrative or medical office experience required

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.