"Operations Coordinator - HIV Research Center"

Operations Coordinator - HIV Research Center

Job Description Summary

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.

Job Description

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 staff on procurement and operational procedures, coordinates onboarding for new lab personnel as needed, and may oversee the work of temporary or student staff assisting with administrative or project-related tasks.

A key aspect of this position involves coordinating compliance and research documentation requirements. The coordinator tracks and proactively communicates deadlines for progress reports, reappointments, and required trainings, and ensures the timely renewal and submission of research documents such as IACUC protocols and collaborative research agreements, identifying and facilitating resolution of administrative obstacles. They also maintain accurate and current faculty CVs, bibliographies and other support documents.

The position supports proposal development by interpreting sponsor guidelines, verifying compliance, and coordinating across internal and external stakeholders to ensure accurate and timely submissions.

The position contributes to process improvements and strategic initiatives by helping assess and streamline workflows, supporting the annual budgeting process and preparation of quarterly reports for Center stakeholders, and assisting in the development of a Center website. They also coordinate special projects and support Center-related initiatives in collaboration with the Associate Director and faculty leadership.

Job Responsibilities

• Coordinate financial operations - Oversee purchasing, reimbursements, purchasing card transactions, journal entries, and Service Center billing. Serve as liaison with Division business offices and resolve issues in alignment with policies.
• Administrative operations and meeting coordination - Manage Center administrative activities including scheduling, meeting logistics, communications, documentation of decisions, and maintenance of shared resources and records.
• Procurement and vendor management - Process purchasing requests, obtain bids, negotiate pricing, coordinate repairs, manage and track shipments, maintain supplier relationships.
• Compliance coordination - Oversee compliance and research collaboration administrative activities by tracking requirements, monitoring progress, and removing obstacles to efficient resolution. Maintain CVs, bibliographies and support docs.
• Proposal and research support - Assist with preparation and submission of grant and contract proposals, interpret sponsor guidelines, ensure compliance, and coordinate activities of internal and external collaborators.
• Budgeting and reporting - Support annual budget preparation, assist in quarterly financial and activity reports for Center leadership and stakeholders, and help monitor spending trends.
• Process improvement and systems development - Streamline workflows, create and maintain administrative infrastructure (checklists, templates, SOPs), and improve communication tools and operational efficiency.
• Website and communications support - Contribute to the design, maintenance, and updating of the Center's website and communication materials in collaboration with leadership.
• Supervision and onboarding - Coordinate onboarding for new lab personnel; oversee temporary or student workers supporting administrative tasks.

Qualifications

• Bachelor's degree and 3 to 5 years of experience or equivalent combination of education and experience is required; program coordination experience, preferably in a research, academic, or nonprofit setting.
• Demonstrated experience with procurement and financial monitoring and reporting.
• Proven ability to manage timelines, deliverables, and stakeholder communications across multiple projects and/or teams.
• Excellent interpersonal skills and the ability to work with tact, discretion, and professionalism when engaging with faculty, staff, and external collaborators.
• Proven ability to interpret and apply institutional and sponsor policies and procedures.
• Strong sense of initiative and ability to anticipate needs, identify solutions, and make steady progress with limited supervision.
• Strong organizational skills, with exceptional attention to detail and follow-through.
• Composure under pressure and ability to navigate competing priorities, handle tension diplomatically, and maintain focus on results.
• Exceptional customer service orientation: responsive, reliable, and dedicated to supporting the success of the Center's faculty and research teams.
• Excellent written and verbal communication skills.
• Proficiency with standard office and financial systems (e.g., Microsoft Office, Excel).

Preferred Qualifications

• Experience in research administration, grant management, or compliance coordination (e.g., IACUC, IRB, or sponsored programs).
• Familiarity with University of Pennsylvania financial systems and procurement platforms.
• Experience supporting multi-investigator or center-based programs.
• Website or communications management experience (e.g., WordPress, SharePoint).
• Supervisory or onboarding experience for staff, students, or lab personnel.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$64,500.00 - $80,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.