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Administrative Assistant II - Surgery

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Mount Sinai Health System

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Location:
United States , New York

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Contract Type:
Employment contract

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Salary:

23.00 - 36.00 USD / Hour

Job Description:

The Department of Surgery at Mount Sinai Health System is seeking a highly organized, proactive, and adaptable Administrative Assistant II (AA II) to support the Department’s growing Global Health Initiative and international surgical collaborations. This individual will play a critical operational and administrative support role across global surgery programs, international partnerships, educational initiatives, research activities, and visiting scholar coordination. The ideal candidate is detail-oriented, resourceful, culturally sensitive, and comfortable working in a fast-paced environment involving multiple stakeholders across different countries and time zones. The AA II will provide day-to-day administrative support to ensure the smooth coordination of international activities, communications, travel logistics, meetings, and program operations.

Job Responsibility:

  • Provide administrative support for the Department’s Global Health Initiative and International Surgical Center collaborations
  • Coordinate calendars, meetings, conference calls, and virtual sessions across multiple international time zones
  • Prepare meeting agendas, take minutes, and distribute follow-up action items
  • Assist with scheduling international visitors, faculty meetings, trainee activities, and educational sessions
  • Maintain organized records, tracking documents, and program databases
  • Assist with travel logistics for students, trainees, faculty, and international visitors, including flights, lodging, itineraries, and reimbursement documentation
  • Support visa-related administrative processes and collection of required documentation
  • Help coordinate onboarding materials and orientation information for international visitors and trainees
  • Assist in organizing cultural humility and pre-travel educational sessions for global health participants
  • Coordinate communications with international partner sites and stakeholders
  • Serve as an administrative liaison between Mount Sinai personnel and international surgical centers
  • Help coordinate shipments, inventory tracking, and storage of donated medical equipment and supplies
  • Assist with organizing live virtual clinical support sessions (Zoom, Teams, HoloLens, etc.)
  • Track requests from international partner sites and escalate operational needs to appropriate leadership
  • Support scheduling and logistics for multidisciplinary meetings involving radiology, pathology, surgery, and research teams
  • Assist with processing invoices, reimbursements, vendor payments, and purchasing requests
  • Maintain documentation related to grants, conferences, and departmental global health activities
  • Help ensure records and activities are maintained in compliance with institutional and international requirements
  • Coordinate collection and organization of materials needed for reports, presentations, and audits
  • Assist with preparation of PowerPoint presentations, meeting materials, and educational content
  • Coordinate logistics for conferences, seminars, workshops, and visiting lecturer events
  • Help support communications with marketing and media partners as needed
  • Draft routine correspondence and assist with maintaining internal communication workflows

Requirements:

  • Associates degree or equivalent combination of experience (Bachelors preferred)
  • 4+ years related administrative or business experience
  • Prior administrative, healthcare, academic, nonprofit, or global health experience preferred
  • Strong organizational and multitasking skills with high attention to detail
  • Excellent written and verbal communication skills
  • Ability to work independently while managing multiple competing priorities
  • Comfortable interacting with individuals from diverse cultural and professional backgrounds
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms
  • Experience with travel coordination, reimbursements, or academic administration preferred
  • Flexibility to occasionally support meetings or communications outside standard business hours due to international collaborations
  • Interest in global health, international collaboration, academic medicine, or surgery
  • Resourceful problem-solver with a positive, team-oriented attitude
  • Ability to adapt quickly in a dynamic and evolving program environment
  • Comfortable supporting projects involving multiple stakeholders and rapidly changing priorities
  • Ability to occasionally lift and move boxes or equipment weighing up to 30 pounds

Nice to have:

  • Prior administrative, healthcare, academic, nonprofit, or global health experience
  • Experience with travel coordination, reimbursements, or academic administration
  • Interest in global health, international collaboration, academic medicine, or surgery

Additional Information:

Job Posted:
May 20, 2026

Employment Type:
Fulltime
Work Type:
On-site work
Job Link Share:
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