Operations Coordinator

Job Summary

The Operations Coordinator provides professional and administrative support to department leadership and faculty within the Department of Pediatrics. The role coordinates day-to-day operations, manages projects, supports faculty activities, assists with financial and operational reporting, and serves as a key liaison across the department. The Operations Coordinator is expected to exercise independent judgment, maintain confidentiality, and contribute proactively to continuous improvement of departmental operations.

Responsibilities

• Provide high-level administrative support for department leadership and faculty.
• Coordinate departmental operations, meetings, special projects, and strategic initiatives.
• Develop and improve office procedures and operational workflows.
• Serve as a resource to faculty and colleagues regarding university and departmental policies.
• Coordinate faculty recruitment, onboarding, and orientation activities.
• Prepare reports, presentations, financial summaries, and operational dashboards.
• Draft and edit correspondence, training materials, and departmental communications.
• Maintain departmental office space, supplies, equipment, and vendor coordination.
• Coordinate conferences, educational events, CME activities, and visiting faculty logistics.
• Support budget tracking and reconcile departmental expenses.
• Collaborate with HR, Finance, Legal, Compliance, Research Administration, and Clinical Operations.
• Monitor project timelines and ensure completion of operational priorities.
• Provides professional support to clinical department management.
• Implements plans for clinical educational programs and initiatives.
• Conducts regular studies and projects, including the development and enhancement of funding opportunities by working closely with the faculty in the section.
• Performs other related work as needed.

Minimum Qualifications

Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline. Certifications: ---

Preferred Qualifications

Education: A bachelor's degree in a related field. Experience: Experience supporting pediatric clinical or academic programs. Experience supporting operations in a pediatric, academic medical, or higher education environment. Familiarity with faculty affairs processes, medical terminology, CME administration, and/or research administration. 1-2 years of experience in healthcare or medical environment.

Preferred Competencies

• Knowledge of faculty affairs, medical terminology, budgeting, and project coordination.
• Strong written and verbal communication skills with attention to detail and accuracy.
• Ability to operate with a moderate to high degree of autonomy to resolve issues.; escalate appropriately to supervisor for non-routine decisions.
• Considerable skill in working both independently and as a member of a team.
• Ability to manage confidential information with discretion.
• Ability to work in an environment with frequent interruptions, shifting priorities, and time-sensitive deliverables that require strong self-management.
• Demonstrated ability to manage complex, multi-stakeholder projects with competing deadlines and respond to urgent requests with minimal advance notice.
• Proficiency with Microsoft Office and enterprise administrative systems.

Working Conditions

Standard professional office environment. Regular interaction with faculty physicians, clinical staff, administrative personnel, and external stakeholders.