Operations Coordinator II - Surgery

The Operations Coordinator II is responsible for overseeing activities that support and maintain efficient HR, operational and strategic initiatives and activities within the department. 

HR Support

• Manage and process HR transactions for faculty and staff (e.g. invoices, reimbursements, moonlighting payments, bonuses, one-time supplements, incentives, OT, new positions, salary source changes, WIOD, etc.).
• Oversee FMLA submissions and calculations, coordinating with HR and employees.
• Support visa processing for international faculty and staff.
• Direct fund requests and tracking for faculty practices, grants, clinical trials, and gifts.
• Coordinate payroll, time and effort reporting, and maintenance of on-call coverage schedules supporting both faculty and staff.
• Track physician contracts and maintain records of reimbursable expenses (e.g. CME, travel, etc.).

Operational Support

• Train staff in procurement, HR systems, and internal processes (e.g., Sinai Cloud).
• Oversee and approve access and service requests (e.g., Sail Point, Cybersecurity, ServiceNow).
• Track and manage equipment and IT asset distribution.
• Prepare and submit Purchase Orders and check requests for clinical practices and departmental events in coordination with vendors, Accounts Payable, etc.
• Submit and manage internal and external agreements, including consulting contracts. 
• Coordinate with internal auditors to ensure compliance (e.g. attestations for time and effort reports).

Strategic & Liaison Functions

• Serve as liaison between new faculty and the Dean’s Office.
• Collaborate with department leadership to support various initiatives 
• Ensure smooth onboarding and integration of new faculty and staff.

• Associate’s degree, or equivalent work experience. Bachelor’s degree preferred.
• 5 years related experience required or 3 years of related experience with a Bachelor’s or advanced degree.
• Proficiency in Microsoft Office, especially Excel; familiarity with financial reporting tools and systems preferred.
• Strong communication, organization, and interpersonal skills
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Exceptional attention to detail 

Non-Bargaining Unit, 862 - Surgery - ISM, Icahn School of Medicine