Research Operations Coordinator

Research Operations Coordinator

Company:

North Carolina State University

Job Location:

Raleigh, North Carolina

Category:

Sponsored Programs, Grants, and Contracts

Type:

Full-Time Join the Pack! A community with nearly 8,000 faculty and staff, and 30,000 students. NC State is one of the largest employers in North Carolina, offering a large range of career opportunities.

Visit us at https:

//jobs.hr.ncsu.edu/.

Location:

Raleigh, NC Essential Job Duties:

The Research Operations Coordinator serves as the central administrative, financial, and operational authority for a major research group, center, or specialized facility, supporting faculty, postdoctoral researchers, graduate researchers, and visiting scholars. This position bridges research administration and laboratory operations, providing coordination across pre- and post-award activities, budget management, sponsor reporting, service center billing, specialized procurement, equipment and facility operations, travel, vendor relations, and external partnerships. Operating with a high degree of autonomy, the Coordinator serves as a key liaison among Principal Investigators (PIs), College Research Administration, university administrative offices, external corporate partners, and government sponsors. As the Research Operations Coordinator, you will play a critical role in keeping research activities financially sound, operationally efficient, and aligned with university and sponsor requirements. You will coordinate complex administrative processes, anticipate operational needs, build productive relationships with internal and external partners, and help faculty and research teams navigate the administrative requirements that support successful research. Your attention to detail, sound judgment, communication skills, and ability to manage competing priorities will directly contribute to the effective operation and advancement of the research group

Key Responsibilities:

• Embedded Research Administration & Financial Operations Monitor active project budgets and sub-segments across a multi-million-dollar grant portfolio and coordinate rebudgeting, account modifications, summer salary planning, project extension requests, and closeout preparations in alignment with College Research Administration guidelines.
• Initiate and reconcile high-volume financial transactions, including Vouchers, Journal Vouchers (JVs), Inter-Departmental Transfers (IDTs), P-Card reconciliations, and travel reimbursements in compliance with university and sponsor guidelines.
• Assist PIs with proposal development for federal, state, and corporate submissions by preparing RED records, drafting non-technical proposal sections, building preliminary budgets, gathering required documentation, and coordinating submission timelines with central proposal development units. Collect financial and technical data to assist PIs with quarterly, annual, and final progress reports for external sponsors and industry subcontractors.
• Draft and maintain Laboratory Use Agreements for specialized research facilities/centers, manage user activity logs and scheduling, and drive timely invoicing and billing for internal and external lab users.
• Serve as a local resource for university, state, and federal sponsor policies across academic, financial, procurement, and human resource functions. Independently resolve complex administrative issues and adapt workflows to meet evolving research needs.
• Laboratory Procurement, Facilities & Building Operations
• Act as the lead procurement strategist for the research group. Source specialized laboratory equipment, fabricated items, and research consumables via Marketplace, blanket purchase orders, and P-Card protocols.

Coordinate with scientific vendors regarding pricing and specifications, oversee laboratory supply inventory, coordinate equipment repair and preventative maintenance contracts, and manage domestic and international shipping of research materials in accordance with compliance protocols.

Serve as the primary facilities liaison for the research group's designated building/lab space. Coordinate with University Facilities Management for maintenance requests, lab safety compliance, security access/key distribution, space scheduling, and emergency notifications.

Program Management, Outreach & External Relations

Act as the primary administrative point of contact for external corporate, university, and government collaborators. Foster relationships that support interdisciplinary initiatives and research commercialization.

Plan and execute academic forums, workshops, sponsor site visits, solar/tech integration meetings, and visiting researcher seminars, coordinating venue logistics, catering, schedules, and visitor accommodations. Maintain and update research group websites, faculty/project profiles, and promotional materials to highlight research achievements and funding milestones.

Travel Logistics & Administrative Coordination

Design and execute complex travel itineraries for faculty, postdocs, students, and visiting scholars, including travel authorizations, funding approvals, international travel documentation, and post-trip reimbursements.

Maintain electronic record archives, including SOPs, equipment manuals, and award files; manage daily group calendars, prioritize operational deadlines, and assist in onboarding new research staff, postdocs, and graduate students into the lab environment.

This role offers the opportunity to make a meaningful operational impact by helping research teams move projects forward while ensuring the financial, administrative, and laboratory infrastructure behind that work operates effectively. If you are an organized, resourceful, and collaborative professional who enjoys bringing structure to complex research operations, navigating detailed administrative requirements, and building effective relationships across various groups, we invite you to apply.

Other Work/Responsibilities:

In addition to the core responsibilities of this role, there may be occasional opportunities to take on additional duties. This offers an opportunity to build on your skills, explore new areas, and gain a deeper understanding of the department's operations.

Minimum Experience/Education:

Bachelor's degree in Business Administration, Public Administration, Higher Education, or a related field, plus 2-3 years of professional experience in research administration, project coordination, or high-level academic program management; or an equivalent combination of training and experience.

Required Qualifications:

Demonstrated understanding of pre- and post-award processes, budget tracking, sponsor guidelines (Uniform Guidance, federal circulars), and proposal submission portals (RED, Research.gov, eRA Commons).

Proficient in financial software and ERP platforms (PeopleSoft Financials, Marketplace, P-Card reconciliation systems, Smartsheet/Excel).

Exceptional organizational and time-management skills; proven ability to manage competing deadlines in a high-stakes research environment with minimal supervision.

Excellent written and interpersonal communication skills to interface effectively with faculty, students, university leadership, facilities staff, and external sponsors.

Preferred Qualifications:

3+ years of experience in an R1 university setting directly supporting STEM research labs, academic centers, or engineering departments.

Experience managing service center billing, laboratory use agreements, or complex procurement for scientific equipment.

Familiarity with NC State University systems (PeopleSoft, RED, Travel Center, Wolfpack Marketplace).

Required License or Certification:

NA AA/EEO

Statement:

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity. If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit. NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. HigherEd360 is part of the HigherEdJobs network.