Job Description

World Trade Center Mental Health Program Administrative Assistant I

The World Trade Center Health Program at the Mount Sinai Clinical Center of Excellence offers high-quality, compassionate healthcare to those directly affected by the September 11th terrorist attacks. Services include medical monitoring and treatment and mental health services for eligible 9/11 responders.

The Administrative Assistant I provides a wide variety of administrative support services for the World Trade Center Mental Health Program including, preparation and control of records, statistics and reports regarding operations and personnel matters. May serve as administrative liaison with others related to purchasing, facilities and operations.

Responsibilities include:

• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports.
• Assists in the planning and logistical arrangements for forums, conferences, workshops and meetings.
• Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments.
• Investigate, evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
• Screens and schedules patient appointments.
• Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages and instructions.
• Screens and prioritizes all incoming mail for needed action and follow up.
• Distributes incoming mail requiring attention to appropriate individual(s).
• Provides front-end coverage as needed either at WTC MH monitoring or treatment location.
• Monitors and updates schedules and available databases with visit status, visit status reminders and follow-up appointments.
• Maintains patient files in electronic medical records system.
• Enters data from questionnaires completed by patients to an internal database.
• Scans and uploads copies of questionnaires completed by patients to an internal database or electronic medical records system.
• Performs data entry QA.
• Performs other related duties as assigned.

Qualifications include:

Bachelor's Degree or an equivalent combination of education and/or experience may substitute for the degree when the experiences are closely related to the duties of the job. 3-4 years administrative or medical office experience required. Experience working in a mental health practice is preferable. Proficiency in Microsoft Office suite General Skills:

• Excellent written and oral communication skills
• Excellent organizational skills and the ability to prioritize multiple tasks, projects and assignments
• Exceptional attention to detail and accuracy
• Communication skills and the ability to juggle a range of tasks in a busy environment
• Fluency in Spanish is a plus

Required Competencies:

• Knowledge of office and administrative practices
• Skill in use of personal computers and software
• Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; Adjusts effectively to work within new work structures, processes, requirements, or cultures.
• Applies Learning: Assimilates and applies new job-related information in a timely manner.
• Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty.
• Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals.
• Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
• Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals.
• Decision Making: Identifies and understands issues, problems, and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts, constraints, and probable consequences.
• Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive.
• Manages Work (includes Time Management: Effectively manages one's time and resources to ensure that work is completed efficiently.
• Quality Orientation: Accomplishes tasks by considering all areas involved, no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; is watchful over a period of time.
• Stress Tolerance: Maintains stable performance under pressure or opposition (such as time pressure or job ambiguity); handles stress in a manner that is acceptable to others and to the organization.

Required Skills:

• MS Excel
• MS Word
• Microsoft Access
• Outlook

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

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