Administrative Coordinator-Medical Education

The Morchand Center is a unique workplace within Icahn School of Medicine at Mount Sinai, a progressive, diverse, top 20 medical school. The center has run educational theater simulations to help train medical students for almost 30 years. 

Reporting to the Director of the Morchand Center, the Administrative Coordinator is the warm and welcoming representative of the center. This position interacts with and supports Morchand staff and Standardized Patients (SPs), as well as medical students and faculty. The role requires patient, efficient, and respectful communication with stakeholders above, in addition to administrators, support staff, technicians, and other hospital personnel. The position collaborates with Morchand staff on projects that range in size and complexity, as required to implement programming. This position plays a key role in supporting efficient Center operations, the timely implementation of programming, and clear, coordinated communication across stakeholders. This a full-time onsite position.

• Procures a deep understanding of the department and its role in support of the Icahn School of Medicine 
• Answers routine and specific inquiries when possible.  Directs inquiries, when necessary, to the appropriate department or individual for further information and/or resolution.  
• Deploys financial processing and tracking as needed. Assists in maintaining and monitoring client receipts. Prompts clients on late payment.  Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares documents required to maintain balanced accounts for review and approval. Liaises with Associate Director of Finance. 
• Ensures adequate restock of supplies for Center. 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.
• May assist supervisor with the completion of grant applications, and other special departmental projects.
• Supports Center SP trainings, programs, and assessments. Assembles training binders with current materials identified by staff. Keeps program materials current and assists with revisions. Mentors, trains, and/or conducts orientation for temporary office support staff who assist with assembling binders, and monitors performance. 
• Organizes activities and logistics to book appropriate rooms outside the Center for trainings, pick up catering from atrium lobby, set out catering for SP consumption, maintain comfortable temperature in training rooms, and set up exam room furniture. Assures physical exam (PE) supplies are present for PE trainings. 
• Sends regular Reminder Notices to the training attendees with all pertinent timing information. If relevant, takes their catering orders and submits them to vendors.
• Develops communications for events at the Center, including signs for posting, informational flyers, brochures, and SP study mailings. Updates and/or revises them as requested.
• Assists in the planning and logistical arrangements for conferences, seminars, meetings and/or other professional activities. 
• Checks materials submitted for supervisor’s attention to ensure all relevant data, authorizations and pertinent information are included. 
• Organizes and facilitates SP submissions for Auditions. Sends applicants surveys, Audition Guidelines document, and materials to learn for audition. Communicates with applicants regarding deadlines. Assigns audition slots and reschedules as necessary. Maintains database for the staff’s consumption regarding individuals’ responsiveness, arrival, and behavior at auditions. 
• Assures ongoing integrity of SP contact database. Revises as necessary.
• Coordinates management of archival records and materials.
• Develop relationships with other divisions within the institution.
• Supports and assists other team members upon request, with attention to deadlines and no loss of accuracy to the remainder of their workload.
• Communicates clearly to the team regarding updates to projects as needed
• Executes other duties as assigned

• Bachelor’s degree required     
• Work experience in an administrative or customer service environment                                                           

• At least two years of full-time related work experience with aggressive deadlines

   

Skills                                                                                                                                       

• Excellent verbal and written communication, with strong interpersonal skills and customer service orientation.
• Proficiency in Microsoft