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.
 

• 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. 

• 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.
  
   

Non-Bargaining Unit, 862 - Surgery - ISM, Icahn School of Medicine

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