Administrative Assistant I QHC-14100-002

The following serves as a brief functional job description for the Administrative Assistant in the Department of Emergency Medicine.

The Administrative Assistant operates under the direct supervision of the Director of the Department, with some latitude for independent or un-reviewed action or decision and is responsible for developing and scheduling departmental activities including assignment of attending physicians, physician assistants, medical students and others who rotate through the department. Responsible for the secretarial and clerical activities of the department. Responsible for all payroll and time sheets for attending physicians, affiliation clerical staff, physician assistants, and nurse practitioners in the department.

1. Maintains the flow of quality of work to assure timely accomplishment of assigned workload.
2. Reviews existing office procedures and recommends appropriate changes to superior.
3. Processes applications for Medical Staff Appointments of physicians and physician assistants. 
4. Processes and monitors all daily sign-in time sheets for attending physicians, physician assistants (full time and per diem), nurse practitioners, per diem attendings, and residents in the department.
5. Conducts informal and on-the-job training of new and temporary employees.
6. Informs employees concerning pertinent features of Affiliation/Corporation personnel and employee relations' programs; either answers questions on such matters or refers them to appropriate sources for additional information.
7. Orders departmental books, journals, reports as requested.
8. Coordinates time-worked records for all employees in the department and keeps them advised of vacation, educational time, holiday, status and accumulation of sick leave.
9. Monitors and reports on medical staff credentialing requirements, ensuring that renewable items are addressed prior to their expiration date.
10. Meets with superior and members of other departments, as necessary, to achieve necessary coordination in matters of work planning and organization.
11. Maintains and keeps appointments and scheduling of meetings for the Director, Associate Director and Deputy Director of Patient Services.
12. Resolves issues resulting from physician absences, including scheduling replacement physicians to cover shifts.
13. Sets up file systems and files accordingly.
14. Answers and screens telephone calls.
15. Types and stores policies and procedures, departmental minutes, grant proposals, and confidential correspondence for the department.
16. Sorts and disseminates mail to medical, administration and nursing personnel.
17. Arranges conferences and continuing medical education leaves for physicians, physician assistants, and nurse practitioners within the department.

-Hs/Ged Diploma

• 1 + year in Administrative assistant role, general supervisory role or office support.
• Proficient in Microsoft Office
• Excellent written, oral communication, computer, typing, phone etiquette.

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.