Administrative Assistant II - Surgery Job at Mount Sinai Health System (New York)

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

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Administrative Assistant II - Surgery

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