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. The job performs routine assignments related to clinical programs related to teaching, medical research, and clinical care. Facilitates research initiatives of the faculty and staff.

Responsibilities

• Provides high-level administrative support for department leadership and faculty.
• Coordinates departmental operations, meetings, special projects, and strategic initiatives.
• Develops and improves office procedures and operational workflows.
• Serves as a resource to faculty and colleagues regarding university and departmental policies.
• Coordinates faculty recruitment, onboarding, and orientation activities.
• Prepares reports, presentations, financial summaries, and operational dashboards.
• Drafts and edits correspondence, training materials, and departmental communications.
• Maintains departmental office space, supplies, equipment, and vendor coordination.
• Coordinates conferences, educational events, CME activities, and visiting faculty logistics.
• Supports budget tracking and the reconciliation of departmental expenses.
• Collaborates with HR, Finance, Legal, Compliance, Research Administration, and Clinical Operations.
• Monitors project timelines and ensures 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: Bachelor's Degree 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 a 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 the 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.