­ministrative Assistant II - Surgery

<br><b>Description</b><p>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.</p><p><br>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.<br> </p><br><b>Responsibilities</b><ul><li><span>Provide administrative support for the Department’s Global Health Initiative and International Surgical Center collaborations. </span></li><li><span>Coordinate calendars, meetings, conference calls, and virtual sessions across multiple international time zones. </span></li><li><span>Prepare meeting agendas, take minutes, and distribute follow-up action items. </span></li><li><span>Assist with scheduling international visitors, faculty meetings, trainee activities, and educational sessions. </span></li><li><span>Maintain organized records, tracking documents, and program databases. </span></li><li><span>Assist with travel logistics for students, trainees, faculty, and international visitors, including flights, lodging, itineraries, and reimbursement documentation. </span></li><li><span>Support visa-related administrative processes and collection of required documentation. </span></li><li><span>Help coordinate onboarding materials and orientation information for international visitors and trainees. </span></li><li><span>Assist in organizing cultural humility and pre-travel educational sessions for global health participants. </span></li><li><span>Coordinate communications with international partner sites and stakeholders. </span></li><li><span>Serve as an administrative liaison between Mount Sinai personnel and international surgical centers. </span></li><li><span>Help coordinate shipments, inventory tracking, and storage of donated medical equipment and supplies. </span></li><li><span>Assist with organizing live virtual clinical support sessions (Zoom, Teams, HoloLens, etc.). </span></li><li><span>Track requests from international partner sites and escalate operational needs to appropriate leadership. </span></li><li><span>Support scheduling and logistics for multidisciplinary meetings involving radiology, pathology, surgery, and research teams. </span></li><li><span>Assist with processing invoices, reimbursements, vendor payments, and purchasing requests. </span></li><li><span>Maintain documentation related to grants, conferences, and departmental global health activities. </span></li><li><span>Help ensure records and activities are maintained in compliance with institutional and international requirements. </span></li><li><span>Coordinate collection and organization of materials needed for reports, presentations, and audits. </span></li><li><span>Assist with preparation of PowerPoint presentations, meeting materials, and educational content. </span></li><li><span>Coordinate logistics for conferences, seminars, workshops, and visiting lecturer events. </span></li><li><span>Help support communications with marketing and media partners as needed. </span></li><li><span>Draft routine correspondence and assist with maintaining internal communication workflows. </span></li></ul><p> </p><br><b>Qualifications</b><ul><li>Associates degree or equivalent combination of experience (Bachelors preferred).</li><li>4+ years related administrative or business experience</li><li>Prior administrative, healthcare, academic, nonprofit, or global health experience preferred. </li><li>Strong organizational and multitasking skills with high attention to detail. </li><li>Excellent written and verbal communication skills. </li><li>Ability to work independently while managing multiple competing priorities. </li><li>Comfortable interacting with individuals from diverse cultural and professional backgrounds. </li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms. </li><li>Experience with travel coordination, reimbursements, or academic administration preferred. </li><li>Flexibility to occasionally support meetings or communications outside standard business hours due to international collaborations. </li><li>Interest in global health, international collaboration, academic medicine, or surgery. </li><li>Resourceful problem-solver with a positive, team-oriented attitude. </li><li>Ability to adapt quickly in a dynamic and evolving program environment. </li><li>Comfortable supporting projects involving multiple stakeholders and rapidly changing priorities. </li><li>Ability to occasionally lift and move boxes or equipment weighing up to 30 pounds.<br><br> </li></ul><p> </p><p>Non-Bargaining Unit, 862 - Surgery - ISM, Icahn School of Medicine</p><br><b>Employer Description</b><p class=