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Job Description

The Windreich Department of Artificial Intelligence and Human Health (AIHH) at the Icahn School of Medicine at Mount Sinai leads a pioneering collaboration with the Charles Bronfman Institute for Personalized Medicine (CBIPM) and the Hasso Plattner Institute for Digital Health (HPIMS) to transform the future of health care. Together, these three entities form a unified ecosystem that integrates advanced AI-driven diagnostics, large-scale clinical research, and cutting-edge digital innovation to accelerate scientific discovery and deliver meaningful improvements in patient care and health systems worldwide.

The Administrative Coordinator will provide high level support to the Chief of Staff of the Windreich Department of Artificial Intelligence and Human Health. Reporting to the Chief of Staff, the role is critical in ensuring the seamless operation of executive calendars, travel logistics and expense management for the Chair and Vice Chair of the department. The ideal candidate is highly organized, proactive, and comfortable operating in a fast-paced, innovative academic and research environment.

Qualifications

+ Bachelors Degree or equivalent combination of applicable education and experience

+ 5 years related administrative or business experience required preferably in a medical, academic or research institution

+ Demonstrated ability to manage high-volume scheduling and complex travel logistics

+ Proficiency in MS Office Suite, Google Workspace and Smartsheet

+ Excellent interpersonal and written communications skills

+ Proven judgement, discretion and a solutions oriented mindset

+ Ability to prioritize multiple responsibilities and adapt to changing demands

Responsibilities

Calendar Management

+ Manage and prioritize complex calendars for the Department Chairs, including scheduling meetings, research and administrative events, and travel

+ Coordinate across internal stakeholders, Mount Sinai leadership, external collaborators and industry partners

+ Prepare and distribute meeting materials, agendas, and briefing documents as needed

Travel Coordination

+ Plan and coordinate all aspects of domestic and international travel for the Department Chairs, ensuring alignment with institutional policies and preferences. This includes submitting travel requests through the system and follow up with reimbursement after travel

+ Create detailed itineraries and manage real time adjustments as needed

+ Liaise with administrative contacts to arrange logistics for invited talks, conferences and consortium meetings

Reimbursement & Expense Processing

+ Prepare, track, and submit reimbursements through Mount Sinai's financial systems in a timely and accurate manner

+ Ensure compliance with institutional policies and resolve discrepancies in coordination with the finance team

+ Maintain detailed documentation and records of all transactions

Administrative Operations

+ Serve as a primary contact for scheduling requests directed to the Chair and the VIce Chair

+ Support the Chief of Staff with special projects, event planning and high-priority departmental initiatives

+ Uphold strict confidentiality in handling sensitive departmental and personnel information

About Us

Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai’s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time — discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients’ medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report’s “Best Children’s Hospitals” ranks Mount Sinai Kravis Children's Hospital among the country’s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek’s “The World’s Best Smart Hospitals” ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

Equal Opportunity Employer

The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization.

Compensation Statement

Mount Sinai Health System (MSHS) provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $64526.72 - $74250 Annually. Actual salaries depend on a variety of factors, including experience, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.