Administrative Coordinator - Dermatology
Location: United States · Reference: 3041005
The Kimberly and Eric J. Waldman Department of Dermatology at the Icahn School
of Medicine at Mount Sinai is dedicated to delivering superior, comprehensive
dermatologic care that exceeds patient expectations, and to advancing the
science of dermatology through research and education.
From preparing the next generation of leaders, to providing cutting-edge and
cost-effective treatment, the Department of Dermatology thrives on a passion
to improve the lives of patients through science.
The Administrative Coordinator is responsible for administrative and office
service activities such as purchasing, payroll, records control and human
resources for the head of a department, care center or division. This
individual is expected to oversee 1-2 administrative direct reports, and
typically reports to a division head, vice president or higher-level
executive.
Responsibilities
Calendar and scheduling management: Manage and maintain the faculty
member's calendar, including scheduling and coordinating internal and
external meetings, interviews, seminars, speaking engagements, and other
professional commitments. Proactively resolve scheduling conflicts,
coordinate with participants, and ensure appropriate meeting materials and
logistical information are available in advance.
Travel coordination: Coordinate domestic and international professional
travel, including flights, accommodations, ground transportation,
conference registration, itineraries, and related logistics. Maintain
organized travel records and communicate changes or requirements as
needed.
Travel reimbursement and expense management: Prepare, submit, and track
travel reimbursements and other business expenses in accordance with
institutional policies. Collect and organize receipts and supporting
documentation, reconcile expenses, and follow up on outstanding
reimbursements through completion.
Curriculum vitae and professional records: Maintain an accurate and up-to-
date academic CV, including publications, invited lectures, awards,
grants, committee service, professional activities, and other scholarly
accomplishments. Maintain supporting records and documentation needed for
annual reviews, promotions, nominations, biosketches, and institutional
reporting.
Administrative organization and correspondence: Maintain organized
electronic records of professional activities, travel, invitations, and
key documents. Assist with routine correspondence, preparation and review
of materials requiring the faculty member's attention, and follow-up on
administrative requests.
Professional engagement coordination: Track invitations, speaking
engagements, conferences, advisory activities, and other external
commitments. Coordinate required forms, biographies, headshots,
disclosures, presentation materials, and related administrative
requirements.
Answers routine and specific inquiries when possible. Directs inquiries,
when necessary, to the appropriate department or individual for further
information and/or resolution.
Assists in maintaining and monitoring the budget and grant allocations.
Prepares documents required to maintain balanced accounts for review and
approval.
Initiates and follows through on human resources and payroll transactions.
Generates weekly payroll submission. Maintains liaison with human
resources and payroll to coordinate and resolve issues and problems.
Ensures adequate restock of supplies for department. Takes inventory or
examines merchandise to identify items to be reordered or replenished.
Requisitions merchandise from supplier and collaborates with Purchasing to
secure the best pricing for equipment and supplies. Tracks expiration of
vendors contracts and renews as needed.
Develops, updates and/or revises informational flyers, brochures, leaflets
and mailings.
Researches, locates and compiles information for reports. Assembles and
categorizes figures for computation and calculations. Prepares statistical
reports.
Checks materials submitted for supervisors attention to ensure all
relevant data, authorizations and pertinent information are included.
May assist supervisor with the completion of grant applications, special
projects and JCAHO and other survey preparations.
Coordinates administrative, secretarial and/or general office support
coverage.
Performs other related duties.
Qualifications
Bachelors Degree or equivalent combination of applicable
5 years related administrative or business experience required. Some
supervisory experience preferred. experience and education
