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The Business Operations Coordinator supports operational projects, service-related initiatives, and site development activities across DM Clinical Research's national site network. This role assists with vendor service coordination, new and existing site support, laboratory readiness, workflow development, documentation, staff training coordination, and implementation of study-specific laboratory or specialty service requirements, including PBMC-related site readiness and qualification support as needed.
The Business Operations Coordinator works closely with Business Operations leadership, site teams, internal departments, and external service providers to ensure operational requests and assigned projects are organized, tracked, and completed in a timely manner. Responsibilities may include coordinating vendor outreach and service setup activities, assisting with contract-related follow-up, maintaining project trackers and documentation,vsupporting site readiness efforts, helping coordinate PBMC training or qualification activities, and ensuring operational workflows are followed consistently.
The ideal candidate is organized, dependable, resourceful, and adaptable, with strong communication skills, attention to detail, and follow-through. This role requires the ability to manage multiple priorities, communicate effectively with internal and external stakeholders, maintain accurate documentation, and support operational needs in a fast-paced, regulated environment.
DUTIES & RESPONSIBILITIES
1. Coordinate operational and administrative activities required to establish vendor services across DM Clinical Research locations.
2. Communicate with vendors to collect pricing, service information, availability, onboarding documentation, and other required materials.
3. Support vendor onboarding and service implementation in coordination with Business Operations leadership, Contracts, Finance, Site Operations, and other applicable departments.
4. Maintain centralized vendor records, service trackers, contact information, pricing details, and
implementation statuses.
5. Follow up with internal and external stakeholders to ensure service-related requests and setup activities continue progressing toward completion.
6. Assist with routine vendor service issues and escalate contractual, financial, compliance, or operational concerns to department leadership.
7. Support Business Operations initiatives across new and existing DM Clinical Research sites nationwide.
8. Assist with new site builds, site expansions, relocations, and other operational-readiness initiatives.
9. Coordinate routine project activities, including vendor scheduling, equipment delivery, installation, service activation, supply readiness, and completion follow-up.
10. Maintain project timelines, readiness checklists, meeting notes, status reports, and action-item trackers.
11. Communicate with site teams and internal departments to identify outstanding items and confirm
completion of assigned activities.
12. Participate in site visits when onsite coordination or operational support is required.
13. Complete training on DM Clinical Research's internal PBMC qualification program.
14. Travel to DM Clinical Research sites, as needed, to support the initial qualification or requalification of designated site personnel in accordance with the internal PBMC qualification program.
15. Coordinate periodic PBMC-readiness activities across participating sites, including confirmation that required supplies and materials are available based on projected study activity.
16. Maintain PBMC qualification records, readiness trackers, supporting documentation, and follow-up items.
17. Identify PBMC-related supply, training, equipment, or process gaps and escalate concerns to the appropriate operational leader.
18. Manage multiple operational requests and projects with competing timelines.
19. Prepare project updates, meeting summaries, process guides, training materials, and other operational documentation.
20. Assist with developing and implementing standardized workflows, checklists, and operational processes.
21. Identify opportunities to improve organization, communication, efficiency, and consistency across Business Operations activities.
22. Provide administrative and project coordination support for additional Business Operations priorities as assigned.
KNOWLEDGE & EXPERIENCE
Education:

• Bachelor's degree in Business Administration, Healthcare Administration, Operations Management, Project Management, or a related field is preferred.

Experience:

• 1-2 years of experience in customer service, administrative support, operations coordination, project coordination, vendor communication, logistics, or a similar role preferred.
• Experience with recordkeeping, tracking follow-up items, coordinating schedules, communicating with internal and external stakeholders, and supporting multiple priorities preferred.
• Biological sample processing, basic laboratory support, training coordination, or laboratory experience preferred.

Credentials:

• Must complete all company-required training after hire, including applicable safety training, operational training, site-readiness training, and PBMC qualification program training.
• Must be able to travel to DM Clinical Research sites as needed.

Knowledge and Skills:

• Ability to communicate professionally with vendors, site teams, internal departments, and leadership.
• Ability to maintain accurate records, trackers, documentation, and follow-up items.
• Basic computer skills, including email, Microsoft/Google Office, spreadsheets, shared drives, and other business systems.
• Ability to follow established processes, workflows, checklists, and procedures.
• Ability to manage multiple operational requests and competing priorities.
• Ability to learn basic scientific methods, laboratory procedures, and protocol-related processes as required for assigned responsibilities.
• Adaptable and able to work effectively in a fast-paced, regulated environment.

KPI & Success Metrics
1. Vendor and Service Setup Execution

• Assigned vendor outreach, onboarding support, pricing collection, and service setup tasks are

completed accurately and within expected timelines.
2. Site Readiness and Development Support

• Assigned site development, equipment coordination, supply readiness, and operational support tasks are tracked, followed up on, and completed with minimal delay.

3. Documentation and Workflow Compliance

• Project trackers, vendor records, readiness checklists, training records, and follow-up items are maintained accurately and kept current.

4. Communication and Follow-Through

• Vendors, site teams, and internal stakeholders receive timely updates, open items are consistently followed up on, and delays or gaps are escalated appropriately.

5. Specialized Operational Support

• PBMC qualification support, laboratory readiness, backup power maintenance, DXA-related coordination, and other specialized site support activities are completed as assigned after appropriate training.