Research Administrative & Operations Coordinator

About the Job

This position provides high-level administrative and operational support for the Department Head's active research lab, focusing on streamlining administrative processes to facilitate well-designed and effectively executed non-clinical research. The incumbent will implement administrative policies, infrastructure, and quality standards to facilitate well-designed, properly funded, and effectively executed non-clinical research within the lab. Acting as a critical operational liaison, this role will triage tasks, manage a complex research calendar, coordinate with lab staff, handle research-related travel and dissemination logistics, and collaborate with communications teams to promote the research agenda.

Work is performed under moderate supervision and guided by general procedures and professional norms.

Hybrid work schedule. 20 hours per week.

• Operating Procedures:
  Implement and maintain administrative and operational procedures and quality standards to ensure an effectively executed non-clinical research program.
• Calendar & Triage Management:
  Independently manage and find solutions to routine administrative or operational lab problems using standard procedures. Monitor progress toward research milestones, triaging incoming requests, action items, and academic/research calendar commitments for the PI.
• Travel & Conference Logistics:
  Coordinate complex domestic and international travel itineraries, hotel accommodations, and conference registrations for the PI and visiting scholars to support research dissemination.
• Personnel Coordination:
  Act as a central lead for lab staff, postdocs, and graduate students; assign, schedule, and direct relevant operational work to ensure lab-wide alignment with the PI's research goals. May supervise student employees.

• Recommendation & Dossier Coordination:
  Manage the compilation, formatting, and tracking of recommendation letters, promotion dossiers, and professional references written by the Department Head/PI.
• Presentation & Documentation Support:
  Assist the PI in formatting, editing, and assembling documentation and materials for research presentations, conference keynotes, and lecture materials.
• Research Funding Support:
  Collaborate with the PI, faculty, and departmental stakeholders to help in generating and formatting PI documents for grant applications, and gather necessary documentation to support various research initiatives, projects, and reports as needed.

• Communications & Marketing
  
  Collaboration:
  
  Coordinate updates regarding lab research findings, publications, and grants to the lab website. Collaborate closely with communications and marketing personnel on research-related PR items for the lab.
• Opportunity Distribution:
  Manage the tracking and distribution of external job, fellowship, and research opportunities to department personnel, lab staff, and students to foster academic and research growth.
• Regulatory Adherence:
  Ensure strict adherence with all university, federal, and ethical guidelines throughout the research lifecycle, including the administrative tracking and maintenance of IRB protocols and amendments and lab safety requirements and documents.

Required Qualifications:

• BA/BS degree plus at least two years of relevant experience, or a combination of education and relevant work experience to equal at least six years.
• Demonstrated experience in an administrative support capacity is required; scientific or technical expertise is not necessary for this role.

Preferred Qualifications:

• Experience working within a large research university setting or similar preferred (University of Minnesota experience preferred)
• Demonstrated experience managing complex schedules, travel logistics, and conference presentations
• Proven ability to find solutions to operational problems using AI, software, or other tools and re‑thinking procedures to maximize efficiency where feasible

Pay Range: $29.93 - $31.25; depending on education/qualifications/experience

Time Appointment: 5…