Operations Coordinator - Genetics Research Laboratories at Mount Sinai Health System

Job description

The Operations Coordinator supports the day-to-day operations of a large, multi-site academic department, ensuring that equipment, supplies, and support services function efficiently. This is a hands-on role that combines operational coordination, facilities and equipment management, and administrative support, requiring strong organizational skills, time management, and the ability to troubleshoot and follow tasks through to completion. • Supports the day-to-day operations of departmental spaces and shared resources, ensuring that offices, conference rooms, and other areas remain organized, functional, and adequately supplied. • Conducts routine rounds to identify operational issues and coordinates space moves, office setups, renovations, and other departmental needs. • Submits and tracks requests with Facilities, Engineering, Housekeeping, Security, and other institutional support services, following up to ensure issues are addressed and resolved. • Maintains equipment and supply inventories, coordinates equipment repairs and servicing with vendors, and assists with the installation, maintenance, and monitoring of departmental equipment and systems, including cryogenic freezers and associated monitoring systems. • Coordinates the ordering, receipt, and distribution of supplies and materials, obtains vendor quotes, submits purchase orders and invoices, monitors expenditures, and assists with vendor contracts and service agreements. • Coordinates deliveries and distribution of departmental mail and packages, including temperature-sensitive and hazardous materials, and troubleshooting delivery or handling issues as needed. • Supports laboratory glassware cleaning operations, including maintaining workflow, troubleshooting issues, and training staff on established procedures as needed. • Coordinates equipment and furniture transfers, access and key requests, property documentation, and the appropriate disposal of furniture and equipment. • Identifies and reports potential safety or compliance concerns and assists departmental leadership with corrective actions, safety documentation, and applicable institutional or regulatory requirements. • Maintains accurate records, trackers, inventories, and operational documentation; monitors outstanding requests, identifies discrepancies, and provides timely updates to departmental leadership and relevant stakeholders. • Serves as a point of contact for faculty, staff, vendors, and institutional support services to troubleshoot day-to-day issues and ensure requests are addressed in a timely and professional manner. • Identifies opportunities to improve operational efficiency, organization, and service delivery, and helps implement and maintain consistent departmental procedures and workflows. • Collaborates with other operations staff to coordinate responsibilities, provide cross-coverage, and ensure continuity of departmental operations. May assist with training and mentoring staff on operational procedures. • Performs other duties as assigned. • Associates degree, or equivalent work experience. Bachelors degree preferred. • 3 years related experience required in operations, facilities coordination, logistics, inventory management, administrative services, or a similar field. Preferred: • Experience in research, academic, healthcare, laboratory, or other complex institutional environments is beneficial but not required. • Strong organizational and time-management skills, with the ability to manage competing priorities, meet deadlines, and respond effectively to changing operational needs. • Demonstrated ability to take initiative, troubleshoot problems, and follow tasks through to completion. • Comfortable performing hands-on operational tasks in addition to administrative and computer-based work. • Proficiency with Microsoft Office and the ability to learn and navigate institutional systems, tracking tools, and inventory or procurement platforms. • Strong communication and interpersonal skills, with the ability to work effectively with individuals across different departments and levels of an organization. • Ability to work independently while contributing to a collaborative team environment.

Requirements

Must-haves

Supports the day-to-day operations of departmental spaces and shared resources, ensuring that offices, conference rooms, and other areas remain organized, functional, and adequately supplied.
Conducts routine rounds to identify operational issues and coordinates space moves, office setups, renovations, and other departmental needs.
Submits and tracks requests with Facilities, Engineering, Housekeeping, Security, and other institutional support services, following up to ensure issues are addressed and resolved.
Coordinates the ordering, receipt, and distribution of supplies and materials, obtains vendor quotes, submits purchase orders and invoices, monitors expenditures, and assists with vendor contracts and service agreements.
Coordinates deliveries and distribution of departmental mail and packages, including temperature-sensitive and hazardous materials, and troubleshooting delivery or handling issues as needed.
Supports laboratory glassware cleaning operations, including maintaining workflow, troubleshooting issues, and training staff on established procedures as needed.
Coordinates equipment and furniture transfers, access and key requests, property documentation, and the appropriate disposal of furniture and equipment.
Identifies and reports potential safety or compliance concerns and assists departmental leadership with corrective actions, safety documentation, and applicable institutional or regulatory requirements.
Maintains accurate records, trackers, inventories, and operational documentation; monitors outstanding requests, identifies discrepancies, and provides timely updates to departmental leadership and relevant stakeholders.
Serves as a point of contact for faculty, staff, vendors, and institutional support services to troubleshoot day-to-day issues and ensure requests are addressed in a timely and professional manner.
Identifies opportunities to improve operational efficiency, organization, and service delivery, and helps implement and maintain consistent departmental procedures and workflows.
Collaborates with other operations staff to coordinate responsibilities, provide cross-coverage, and ensure continuity of departmental operations. May assist with training and mentoring staff on operational procedures.
Performs other duties as assigned.
3 years related experience required in operations, facilities coordination, logistics, inventory management, administrative services, or a similar field.
Experience in research, academic, healthcare, laboratory, or other complex institutional environments is beneficial but not required.

Nice-to-haves

Associates degree, or equivalent work experience. Bachelors degree preferred.
Strong organizational and time-management skills, with the ability to manage competing priorities, meet deadlines, and respond effectively to changing operational needs.
Demonstrated ability to take initiative, troubleshoot problems, and follow tasks through to completion.
Comfortable performing hands-on operational tasks in addition to administrative and computer-based work.
Proficiency with Microsoft Office and the ability to learn and navigate institutional systems, tracking tools, and inventory or procurement platforms.
Strong communication and interpersonal skills, with the ability to work effectively with individuals across different departments and levels of an organization.
Ability to work independently while contributing to a collaborative team environment.

Application prep

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Platform: oracle-cloud
Effort: medium