Administrative Coordinator - Windreich Department of Artificial Intelligence & Human Health

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.

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

• 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