Administrative Assistant I Stem Cell Institute

The Black Family Stem Celle Institute at the Icahn School of Medicine at Mount Sinai is seeking an Administrative Assistant I to provide administrative support services to the department. Assists supervisor in routine personnel budget and other operational details. This individual typically reports to a manager director or division head.

The cutting-edge basic translational and clinical research carried out by our researchers forms an essential platform for developing new drugs and cell-based therapies that are rigorously tested for safety and efficacy bringing life-changing benefits to patients.

• 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.

• 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