Academic Operations & Facilities Coordinator

Mount Sinai Health System; New York (NY); On-site; USD 66,000 - 74,000; Full time

Job summary

Mount Sinai Health System in New York, NY seeks an Operations Coordinator to oversee day-to-day department operations across multiple sites. You will manage spaces, equipment, and supplies, coordinate with facilities and vendors, and support safety and regulatory compliance while maintaining detailed records.

The role emphasizes hands-on tasks, problem-solving, and collaboration with staff to improve workflows and service delivery.

Qualifications

• Associates degree or equivalent work experience.
• 3 years related experience in operations, facilities coordination, logistics, inventory management, administrative services, or a similar field.
• Bachelor's degree preferred.

Responsibilities

• 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.

Skills

Organizational skills

Time management

Troubleshooting

Communication

Education

Associates degree or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Mount Sinai Health System in New York, NY seeks an Operations Coordinator to oversee day-to-day department operations across multiple sites. You will manage spaces, equipment, and supplies, coordinate with facilities and vendors, and support safety and regulatory compliance while maintaining detailed records.

The role emphasizes hands-on tasks, problem-solving, and collaboration with staff to improve workflows and service delivery.