Office of Student Affairs Operations Coordinator - SOM

Kaiser Permanente Bernard J. Tyson School of Medicine; Pasadena (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

The Office of Student Affairs (OSA) Operations Coordinator at Kaiser Permanente Bernard J. Tyson School of Medicine provides advanced operational, administrative, project coordination, and reporting support to the Senior Associate Dean, OSA leadership, and staff.

The role coordinates departmental operations, supports budget and procurement processes, maintains reporting systems, and assists with project implementation across OSA sub-offices.

Qualifications

• Minimum four (4) years of operations, financial, project management or administrative experience.
• Bachelor's degree.
• Experience with SharePoint site administration and workflow improvements.
• Proficient in Microsoft Office, including Pivot Tables, Macros, etc.

Responsibilities

• Forecasting and budgeting support with expenditure tracking and reporting.
• Maintain and analyze operational data, dashboards, and tracking tools.
• Coordinate and manage departmental projects and schedules.
• Provide procurement support, vendor coordination, and inventory tracking.
• Administrative support to leadership including calendars and travel arrangements.

Skills

Operations experience

Project management

Budgeting

Microsoft Office

Education

Bachelor's degree

Tools

SharePoint

MS Project

Excel

Job description

Job Summary

The Office of Student Affairs (OSA) Operations Coordinator provides advanced operational, administrative, project coordination, and reporting support to the Senior Associate Dean, OSA leadership, and staff at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). The position coordinates a variety of departmental operations, supports budget and procurement processes, maintains reporting and tracking systems, and assists with the implementation of projects and operational initiatives across OSA sub-offices. Working independently, the coordinator develops reports and project documentation, maintains departmental records and collaboration platforms, facilitates communication among stakeholders, and supports the efficient execution of day-to-day operations and special initiatives.

• Supports financial operations by assisting with forecasting, budget planning, expenditure tracking, reconciliations, and preparation of financial reports and summaries. Maintains financial records, assigns and validates appropriate expense coding, conducts routine data audits, and supports compliance with school financial policies and procedures. Identifies discrepancies and escalates issues to leadership as appropriate.
• Maintains and analyzes operational data, reports, dashboards, and tracking tools to support departmental planning and decision-making. Ensures data accuracy and integrity through routine audits, quality checks, and documentation management. Prepares recurring and ad hoc reports for leadership and other stakeholders.
• Coordinates and facilitates departmental projects and initiatives by scoping projects, developing and maintaining project schedules, tracking milestones, preparing agendas and status reports, documenting action items, and monitoring progress against established timelines. Utilizes project management tools and supports adherence to project standards, processes, and documentation requirements. Escalates risks, issues, or barriers to completion when appropriate.
• Supports operational effectiveness by coordinating procurement to include support of contract preparation, procurement activities, vendor interactions, inventory and resource tracking, and other administrative processes.
• Assists with the development, maintenance, and implementation of standard operating procedures, workflow documentation, and process improvements across OSA sub-offices.
• Maintains departmental systems, records, and collaboration platforms, including SharePoint sites, project documentation repositories, operational files, contracts, and related records to ensure accessibility, accuracy, and compliance with organizational standards.
• Provides administrative and executive support to OSA leadership, including calendar management, meeting coordination, correspondence, presentation preparation, and support for special projects, events, and departmental initiatives.
• Arranges travel for leadership, staff, and student programs by preparing itineraries, ensuring compliance with travel policies, and completing related reconciliations. Coordinates logistics with attention to detail and timeliness.
• Builds and maintains effective working relationships with faculty, staff, students, vendors, and other stakeholders through responsive communication, customer service, and coordination of operational and project-related activities.
• Supports organizational change, staff onboarding, training efforts, and continuous improvement initiatives that enhance departmental effectiveness, service delivery, and operational readiness.
• Performs other duties as assigned in support of departmental operations, projects, and strategic priorities.

Job Summary

The Office of Student Affairs (OSA) Operations Coordinator provides advanced operational, administrative, project coordination, and reporting support to the Senior Associate Dean, OSA leadership, and staff at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). The position coordinates a variety of departmental operations, supports budget and procurement processes, maintains reporting and tracking systems, and assists with the implementation of projects and operational initiatives across OSA sub-offices. Working independently, the coordinator develops reports and project documentation, maintains departmental records and collaboration platforms, facilitates communication among stakeholders, and supports the efficient execution of day-to-day operations and special initiatives.

Essential Responsibilities

• Supports financial operations by assisting with forecasting, budget planning, expenditure tracking, reconciliations, and preparation of financial reports and summaries. Maintains financial records, assigns and validates appropriate expense coding, conducts routine data audits, and supports compliance with school financial policies and procedures. Identifies discrepancies and escalates issues to leadership as appropriate.
• Maintains and analyzes operational data, reports, dashboards, and tracking tools to support departmental planning and decision-making. Ensures data accuracy and integrity through routine audits, quality checks, and documentation management. Prepares recurring and ad hoc reports for leadership and other stakeholders.
• Coordinates and facilitates departmental projects and initiatives by scoping projects, developing and maintaining project schedules, tracking milestones, preparing agendas and status reports, documenting action items, and monitoring progress against established timelines. Utilizes project management tools and supports adherence to project standards, processes, and documentation requirements. Escalates risks, issues, or barriers to completion when appropriate.
• Supports operational effectiveness by coordinating procurement to include support of contract preparation, procurement activities, vendor interactions, inventory and resource tracking, and other administrative processes.
• Assists with the development, maintenance, and implementation of standard operating procedures, workflow documentation, and process improvements across OSA sub-offices.
• Maintains departmental systems, records, and collaboration platforms, including SharePoint sites, project documentation repositories, operational files, contracts, and related records to ensure accessibility, accuracy, and compliance with organizational standards.
• Provides administrative and executive support to OSA leadership, including calendar management, meeting coordination, correspondence, presentation preparation, and support for special projects, events, and departmental initiatives.
• Arranges travel for leadership, staff, and student programs by preparing itineraries, ensuring compliance with travel policies, and completing related reconciliations. Coordinates logistics with attention to detail and timeliness.
• Builds and maintains effective working relationships with faculty, staff, students, vendors, and other stakeholders through responsive communication, customer service, and coordination of operational and project-related activities.
• Supports organizational change, staff onboarding, training efforts, and continuous improvement initiatives that enhance departmental effectiveness, service delivery, and operational readiness.
• Performs other duties as assigned in support of departmental operations, projects, and strategic priorities.

Basic Qualifications

Experience

• Minimum four (4) years of operations, financial, project management or administrative experience.

Education

• Bachelors degree

License, Certification, Registration

• N/A

Additional Requirements

• Experience supporting operations, financial, project coordination, or administrative functions in healthcare, or similarly complex environment.
• Knowledge of Project Management methodologies and tools.
• Proven ability to plan, prioritize and deliver within a constrained timeline.
• Proficient computer skills in Microsoft Office products (Visio, Word, Excel, PowerPoint, and Microsoft Project).
• Experience in Excel to include Pivot Tables, Macros etc.
• Experience with SharePoint site administration, business process documentation, and workflow improvement initiatives
• Self-starter, highly motivated and accurate, and detailed in the performance of work responsibilities/tasks.
• Strong organizational and time management skills.
• Ability to manage rapidly and frequently changing priorities.
• Exceptional customer service orientation.
• Effective verbal, written, and interpersonal communication skills.
• Report-writing skills.
• Ability to organize, prioritize and schedule work assignments.
• Demonstrates initiative and problem-solving skills.
• Team building and conflict resolution skills.
• Ability to work effectively in a collaborative team environment.
• Demonstrates comprehensive understanding of undergraduate medical education and academic practices, policies and procedures.

Preferred Qualifications

• Masters degree in healthcare related field or MBA.
• Six (6) years high-level operations, administrative experience or project tracking, scheduling project meetings, and preparing/distributing project notes and reports.