Operations Coordinator - HIV Research Center

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Operations Coordinator – HIV Research Center

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The Operations Coordinator provides comprehensive administrative, financial, and compliance support for the virtual HIV Research Center within the Department of Medicine. Reporting to the Associate Director of Administration and Finance, the position ensures smooth and efficient operation of the Center’s activities by coordinating business processes, facilitating communication across faculty and administrative offices spanning multiple Divisions, and maintaining effective systems and procedures.

The role oversees day‑to‑day operations, financial transactions, and documentation compliance, supports proposal and reporting activities, and contributes to process improvements and special projects that strengthen the Center’s infrastructure and impact.

Reporting to the Associate Director of Administration and Finance, this position plays a central role in coordinating the operations of the HIV Research Center within the Department of Medicine. The Center serves as a virtual collaborative hub for the research activities of Drs. George Shaw, Beatrice Hahn, Katie Bar, and Raiees Andrabi, whose work spans the Divisions of Hematology Oncology and Infectious Diseases.

The position provides comprehensive operational support for the Center, coordinating financial, administrative, and compliance functions and serving as a key point of connection among faculty, staff, and administrative offices, ensuring efficient workflows, timely deliverables, and effective stakeholder communication across multiple Divisions.

The position coordinates the Center’s financial activities, overseeing purchasing, reimbursements, purchasing card transactions, journal entries, and Service Center billing. It serves as the primary liaison with the Division business offices and other internal stakeholders, coordinating transactions and resolving issues in alignment with institutional policies and established processes. In this capacity, the position ensures smooth collaboration across multiple administrative structures to support faculty and research activities efficiently.

In addition to financial coordination, the position supports the day‑to‑day administrative needs of Center‑affiliated faculty, including scheduling and organizing meetings, managing hybrid meeting logistics, recording and tracking decisions and action items, and facilitating communication across internal and external teams. The role also includes procurement and vendor management responsibilities such as processing purchasing requests, coordinating equipment repairs, tracking shipments, obtaining bids, and negotiating pricing.

The position acts as a resource for faculty and lab…