Program Coordinator II - Hematology & Medical Oncology

Strength Through Diversity Ground breaking science. Advancing medicine. Healing made personal. The Program Coordinator II is responsible for the management and oversight of key administrative and operational functions that improve efficiency and quality within the Tisch Cancer Institute’s Cancer Clinical Trials Office (CCTO). Duties will include activities such as maintaining confidential office files, new employee orientation for CCTO staff, ongoing process improvement, spreadsheet preparations, supply ordering, processing contracts, answering phones, and other day-to-day operations as required. The Tisch Cancer Institute is a vital component of the Icahn School of Medicine at Mount Sinai Hospital and plays a key role in the Mount Sinai Health System, which is one of the largest health care systems in the nation. We are a National Cancer Institute (NCI)-designated center and provide a multidisciplinary approach to cancer treatments and clinical breakthroughs that may one day put an end to cancer. Roles & Responsibilities: Administrative Duties: Assisting CCTO disease teams to ensure that each clinical trial maintains audit/inspection readiness throughout the duration of assigned clinical trials. Enter and maintain required documentation in study specific databases related to purchases, contracts, study document management and other areas as required. Coordinate the distribution of study-specific documents. Order, maintain and distributing study kits to the disease teams Manage the conference room calendar. Have a clear understanding of institutional policies and procedures in order to provide support to our large complex Clinical Trials Unit. Coordination and disbursement of information to staff regarding department and the Mt. Sinai Health Systems policies and procedures. This includes but is not limited to Compliance, EHS annual reviews, changes in departmental policies, and Performance Reviews. Oversight of the CCTO offsite storage account. This includes but is not limited to shipping files off to storage, retrieving files from storage, as well as tracking files that are in storage. Initiate finance related transactions (via Sinai Central) and purchase office supplies and equipment. Order, and track all Telecommunication requests for CCTO management and staff. Assists in the planning, coordination and implementation of seminars, conferences and workshops. Greet guest and answer main CCTO telephone line to assess for call-outs, and to triage calls as appropriate. Assist with creating and updating standard operations procedures including, but not limited to: developing workflows for purchase order, IT, supplies/equipment, and telecommunication requests. Provide cross coverage support to multifunctioning team as requested. Assure the CCTO, its programs, products and services are consistently presented in strong, positive images Daily mail pick-up and delivery for the CCTO unit. Human Resources: Performs a wide range of duties relative to the human resources processes for CCTO; including serving as a point of contact for recruitment efforts, tracking applicant status, arranging interviews, and record keeping. Track Paid Time Off (PTO) for exempt staff. Ensure timekeeping records are in accordance with compliance standards and communicate of inaccuracies to supervisors. Assist with orienting new employees to the organization (i.e. setting up a designated log-in, workstation, email address, etc.). Assists staff with basic interpretation of department and the Mt. Sinai Health System policies and procedures as well as coordination and disbursement of information. This includes but is not limited to Compliance, EHS annual reviews, benefits, changes in departmental policies, and Performance Reviews. Maintains high standards of confidentiality of all employee records and information. Requirements: Education/ Experience: Bachelors of Science degree or equivalent combination of education, training and/or experience that demonstrates the ability to perform the duties of the position. 5 years of administration and/or operations experience in a hospital or academic research environment required. Skills & Abilities: Ability to work proactively and independently with minimal supervision. Excellent written and oral communication skills. Excellent organizational skills and the ability to prioritize multiple tasks, projects and assignments. Exceptional attention to detail and accuracy. Technically savvy with solid experience in using MS Office programs and software including Word, Excel, PowerPoint, Outlook and Adobe. Strength Through Diversity The Mount Sinai Health System believes that diversity, equity and inclusion are drivers for excellence. We share a common devotion to delivering exceptional patient care. Yet we’re as diverse as the city we call home- culturally, ethically, in outlook and lifestyle. When you join us, you become a part of Mount Sinai’s unrivaled record of achievement, education, and advancement as we revolutionize medicine together and participate actively as a leader within the Mount Sinai Health System by: Serving as the primary resource management representative of the Mount Sinai leadership teams, committees, etc., and acting as the primary executive leader interface between Mount Sinai and key executives from the health systems’ vendors and partners. Engaging with relevant thought leaders and policy-makers at the federal and state levels, and representing the Health System as assigned. Using a lens of equity in establishing and promoting policies and procedures and providing opportunities for all to thrive. Confronting racist, sexist or other inappropriate behavior and challenges exclusionary organizational practices and serving as a role model to promote anti-racist behaviors. Inspiring and fostering an environment of anti-racist behaviors among and between departments and co-workers. We work hard to acquire and retain the best people, and to create a welcoming, nurturing work environment where you can develop professionally. We share the belief that all employees, regardless of job title or expertise, can make an impact on quality patient care. Explore more about this opportunity and how you can help us write a new chapter in our story! Who We Are Over 42,000 employees strong, the mission of the Mount Sinai Health System is to provide compassionate patient care with seamless coordination and to advance medicine through unrivaled education, research, and outreach in the many diverse communities we serve. Formed in September 2013, The Mount Sinai Health System combines the excellence of the Icahn School of Medicine at Mount Sinai with seven premier hospital campuses, including Mount Sinai Beth Israel, Mount Sinai Beth Israel Brooklyn, The Mount Sinai Hospital, Mount Sinai Queens, Mount Sinai West (formerly Mount Sinai Roosevelt), Mount Sinai Morningside (formerly Mount Sinai St. Luke’s), and New York Eye and Ear Infirmary of Mount Sinai. The Mount Sinai Health System is an equal opportunity employer. We comply with applicable Federal civil rights laws and does not discriminate, exclude, or treat people differently on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, or gender expression. EOE Minorities/Women/Disabled/Veterans