Administrative Assistant II Artificial Intelligence & Human Health Research

The Windreich Department of Artificial Intelligence and Human Health (AIHH) at the Icahn School of Medicine at Mount Sinai leads a pioneering collaboration with the Charles Bronfman Institute for Personalized Medicine (CBIPM) and the Hasso Plattner Institute for Digital Health (HPIMS) to transform the future of healthcare. Together these three entities form a unified ecosystem that integrates advanced AI-driven diagnostics large scale clinical research and cutting edge digital innovation to accelerate scientific discovery and deliver meaningful improvements in patient care and health systems worldwide.

The Administrative Assistant will provide comprehensive administrative and operational support to faculty and staff within the Windreich Department of Artificial Intelligence and Human Health (AIHH). This role reports directly to the Chief of Staff and serves as the primary point of contact for office administration and day-to-day operational coordination.

The Administrative Assistant will work closely with department leadership faculty trainees and institutional partners to maintain organized workflows and support academic research and operational initiatives across AIHH. This individual will play a key role in ensuring the smooth functioning of departmental operations and maintaining a professional and efficient office environment.

The Administrative Assistant II is an experienced administrative support person who provides a wide variety of administrative support services including budget preparation and control activities preparation and control of records statistics and reports regarding operations and personnel matters. She/he may serve as administrative liaison with others related to purchasing human resources facilities and operations.

• Provide administrative support to faculty and departmental staff including scheduling meetings managing calendars and coordinating logistics
• Serve as the main point of contact for office administration including supply management space coordination and facilities requests
• Coordinate internal and external meetings including room reservations virtual meeting setup agenda preparation and distribution of materials
• Prepare routine correspondence reports and documentation as needed
• Maintain organized electronic and physical filing systems
• Assist with travel arrangements expense reports and reimbursement submissions in accordance with institutional policies
• Support onboarding logistics for new faculty staff and trainees including coordination with HR IT and other institutional offices
• Assist with planning and execution of departmental events seminars and visiting speaker engagements
• Track and follow up on action items from meetings and departmental initiatives
• Serve as a point of contact for routine inquiries and route requests appropriately
• Support basic grant and project administrative processes in coordination with finance and grants teams
• Performs other related duties as assigned

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4 years related administrative or business experience

Preferred:

• Prior administrative experience in an academic healthcare or research environment preferred
• Strong organizational and time-management skills with attention to detail
• Ability to manage multiple tasks simultaneously and meet deadlines in a fast-paced setting
• Excellent written and verbal communication skills
• Professional demeanor and strong interpersonal skills
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office Google Workspace and institutional administrative systems