ARC Operations Coordinator

Job Summary:

Working collaboratively with faculty, staff, and cross-functional partners, the ARC Operations Coordinator helps maintain smooth day-to-day operations of the Anatomy Resource Center (ARC) within the Department of Biomedical Science at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). The role provides essential administrative assistance to departmental leadership and faculty, including managing day-to-day execution of academic schedule, assisting in coordinating teaching coverage schedule, managing calendar appointments for faculty, support with expense reports, and event planning.The ARC Operations Coordinator interacts regularly with students, faculty, staff, and campus visitors, ensuring a professional, welcoming, and well-organized environment. Key responsibilities include logistical coordination, documentation, tours, and basic technical troubleshooting of anatomy-related software, as well as data entry and documentation, inventory management, and sign-in process support. The position also supports event coordination by reserving rooms, arranging catering, and preparing physical space setup within the ARC, including moving equipment and reconfiguring room layouts to support instructional and departmental activities.

Essential Responsibilities:

• Coordinate day-to-day operations of the ARC, working closely with faculty to understand instructional needs and follow reference documentation to assist with dry anatomy lab setup. This includes rearranging room layouts and moving equipment/materials safely.
• Collaborate with others within the department to address routine and some non-routine task issues; communicate status and escalate more complex issues. Adhere to established priorities, deadlines, and expectations. Identify and speak up for improvement opportunities the team.
• Assist with providing tours of the ARC for guests, visitors, and campus partners using established protocols to highlight the anatomy labs features, innovative technology and anatomical specimens.
• Maintain ARC documentation, including data entry, file maintenance, inventories, logs, and simple data analysis to support reporting needs. Prepare basic spreadsheets, graphs, and formatted documents.
• Deliver first-line technical assistance for anatomy-related software and applications, supporting users with navigation, sign-in processes, and simple troubleshooting. Learn to perform routine software updates and understand version changes.
• Maintain routine inventory of the ARC equipment, instructional materials, and overall department office supplies, ensuring items are well-stocked, organized and accounted for. Escalate issues as appropriate.
• Performs basic maintenance and minor repairs of laboratory specimens and related instructional resources, following established guidelines with care and attention to detail.
• Assists with meetings, ARC event and session preparations, and conferences, including room reservations, physical space set-up, standard audio-visual set-up, catering, preparing materials, and other logistics related to event management.
• Execute data management, maintenance, and retention, as well as input and monitor data to ensure integrity. Perform basic routine data analyses, and learn to format straightforward graphs, spreadsheets, and reports.
• Assist in meetings, schedules and materials such as agendas, timelines, reports, and presentations. Maintain routine inventory control and stock department office supplies, equipment, and employee resources. Assist with event execution by arranging routine small-scale events.
• Assist in the execution of small group meetings/conferences with limited direction by reserving conference rooms, reserving and setting up standard audio-visual equipment, and obtaining simple catering for events.

Basic Qualifications:

Experience
Minimum of three (3) years of relevant experience in customer service, administrative assistance, or related experience.

Education
High School Diploma or General Education Development (GED) required.

License, Certification, Registration
N/A

Additional Requirements:

• Experience working in higher education or medical education, preferred.
• Ability to navigate and troubleshoot common computer, network, and equipment issues in a research or laboratory environment, preferred.
• Demonstrated ability to follow through and complete projects on time.
• Basic technical aptitude and willingness to learn new tools, with foundational proficiency in Microsoft Office Suite.
• Proficient in record maintenance skills, including data entry and documentation.
• Demonstrated attention to detail with a high level of accuracy and quality in all tasks.
• Well-developed interpersonal skills, including the ability to collaborate effectively with all levels of personnel.
• Excellent verbal and written communication skills.
• Ability to attend on-site department events on a regular basis.
• Must demonstrate strong organization, customer service and problem-solving abilities.
• Receptive to feedback, willing to learn, and embrace continuous improvement.
• Ability to safely lift and move objects weighing approximately 20-25 lbs. in accordance with established safety guidelines.

Preferred Qualifications:

• Minimum of one (1) year lab assistant or anatomy center experience.
• Bachelors degree.