We are seeking dynamic and dedicated Administrative Professional to provide comprehensive support to the System Chair of the Urology Department. This role is instrumental in managing the Chair's complex and dynamic schedule, including academic, clinical, and administrative responsibilities. We are looking for an individual who is eager to learn, possesses a proactive mindset, and can thrive in a fast-paced environment. The role requires effective communication skills, the ability to manage various tasks simultaneously, and a keen attention to detail. 

Monday-Friday, some additional time and weekend needs may arise based on projects and deadlines

• Bachelors degree or greater preferred, or a combination of applicable experience and education
• 3+ years experience (5 preferred), managing and administrating program activities for assigned area
• Preferred skills/qualifications:
  • Exceptional organizational and time-management skills
  • Project Management and Coordination Skills 
  • High level communications skills 
  • Proficiency in Microsoft Office Suite
  • Strong written and verbal communication skills
  • Familiarity with travel coordination
  • Ability to handle sensitive information with discretion and confidentiality
  • Flexibility to adapt to changing priorities and manage multiple tasks simultaneously

Daily Operations: 

• Manage and maintain the Chairman's comprehensive schedule, including clinical, academic, and administrative commitments. 
• Arrange and confirm meetings, zoom calls, and conferences. 
• Prepare and provide a daily schedule for review. Ensure synchronization of surgical, clinical, academic, travel and administrative calendars. 
• Handle a wide range of email correspondences, ensuring timely responses and follow-ups.
• Manage the Chair's phone calls and text messages, ensuring timely responses. 
• Transcribes and distributes minutes. 
• Serves as a liaison with other departments or external parties to as necessary to accomplish   objectives and or complete projects or assignments.

 

Recruitment 

• Facilitate Faculty and Non-Faculty candidate visits, including scheduling and logistical arrangements. 
• Collaborate with HR for recruitment and onboarding processes.

 

Travel and Event Coordination: 

• Arrange domestic and international travel logistics, including flights, accommodations, conference participation and maintaining a travel calendar. 
• Handle travel reimbursements and maintain detailed records. 
• Assist in organization of departmental events, conferences, seminars, meetings and/or visiting professorships.

 

Administrative Duties: 

• Manage licenses, insurance, and professional memberships. 
• Maintain and update NIH Biosketch and CV. 
• Maintain databases for various departmental needs. 
• Handle the ordering of supplies, items and food, and maintaining detailed records of purchases. 
• Oversee financial aspects, including reimbursements and invoice management.

 

Academic and Clinical Support: 

• Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included. 
• Support clinical trial coordination and manage related documentation. 
• Handle various tasks in Sinai Central including conflict of interest, requisitions, and approvals. 
• Manage travel requests and expense reconciliation.