Research Group Officers

ICFO; Castelldefels; Presencial; EUR 28.000 - 38.000; Jornada completa

Descripción de la vacante

ICFO – The Institute of Photonic Sciences, based in Castelldefels (Barcelona area), is seeking an organized Research Group Officer to provide structured administrative support to multiple research groups. You will streamline processes, coordinate with institutional teams, and ensure deadlines and policies are adhered to.

Ideal candidates will bring university-level qualifications and experience in complex organizations, with strong communication in English, Spanish and Catalan, and a proactive,

Formación

• Bachelor's degree or equivalent professional qualification.
• Experience in administrative coordination or executive support.
• Experience in complex organizations with multiple teams and stakeholders.
• Ability to organize documentation, processes, deadlines and follow-up actions.
• Strong written and oral communication skills.

Responsabilidades

• Provide structured administrative support to assigned Research Groups.
• Help navigate ICFO policies, procedures and requirements.
• Prepare, organize and follow up on requests and recurring administrative processes.
• Anticipate deadlines and approvals; maintain visibility over pending matters.
• Coordinate administrative interactions between Research Groups and institutional teams.
• Structure and channel requests to Operational Teams.
• Monitor actions and escalate when required.
• Support compliance with institutional policies and deadlines.
• Prepare briefings and practical arrangements for activities involving Research Groups.
• Contribute to digital transformation and process standardization.

Conocimientos

Administrative coordination

Executive support

Project coordination

Strong organizational skills

English communication

Educación

University degree or equivalent professional qualification

Herramientas

Enterprise management systems

Workflow tools

Institutional databases

Descripción del empleo

ICFO – The Institute of Photonic Sciences is a world-leading research center devoted to advancing the science and technologies of light. Based in Castelldefels, Barcelona, ICFO combines frontier research, education, innovation and technology transfer to generate scientific and societal impact.

The Role

Research Group Officers will provide structured administrative and organizational support to a portfolio of Research Groups.

Their purpose will be to reduce the administrative and coordination burden currently absorbed by Group Leaders and research staff, while improving the quality, consistency and timeliness of interactions with ICFO’s Operational Teams.

RGOs will take ownership of the preparation, organization, coordination and follow-up of the administrative matters assigned to their role. They will help ensure that applicable policies, procedures, documentation requirements, approvals and deadlines are properly addressed.

The role is focused on institutional activities associated with the operation of Research Groups. personal assistance and tasks unrelated to institutional research activity are outside its scope.

Each RGO will support a limited portfolio of Research Groups. Group Leaders will identify the needs and operational priorities arising from their group activity, within the agreed institutional framework.

A designated RGO Coordinator will be responsible for hierarchical supervision, workload allocation, prioritization across groups, consistency of practice and professional development. The RGO Coordinator will report to the Executive Leadership.

Main Responsibilities

Administrative and Organizational Support

• Provide structured administrative support to assigned Research Groups.
• Help Group Leaders and researchers navigate ICFO’s policies, procedures and institutional requirements.
• Prepare, organize and follow up on requests, documentation and recurring administrative processes.
• Anticipate requirements, deadlines and approvals.
• Maintain visibility over pending matters and support their timely completion.

Institutional Coordination

• Coordinate administrative interactions between Research Groups and the relevant institutional teams.
• Structure and channel requests to the appropriate Operational Teams.
• Help ensure that information is complete, coherent and submitted through the appropriate processes.
• Monitor actions involving several teams and escalated unresolved issues when required.
• Support compliance with institutional policies, procedures and deadlines.

Support to Research Activity

• Contribute to the administrative and organizational preparation of activities involving Research Groups.
• Support processes related to visitors, meetings, events, logistics, onboarding, personnel matters, training, travel, purchasing, access and other recurring institutional activities.
• Coordinate with the teams responsible for each process and work according to their procedures and guidance.
• Prepare briefings, supporting documentation and practical arrangements where required.

Process Improvement and Digital Transformation

• Contribute to the review, simplification and standardization of administrative processes affecting Research Groups.
• Participate in digital-transformation initiatives led by the relevant Operational Teams.
• Support the implementation and adoption of new tools, workflows and ways of working.
• Identify recurring inefficiencies, gaps, duplication and opportunities for improvement.
• Provide structured feedback based on day-to-day interaction with Research Groups and institutional teams.

Positioning and Working Relationships

Research Group Officers will be hierarchically assigned to the RGO coordination function.

Functionally, they will work closely with their assigned Group Leaders and research teams, while maintaining an institution‑wide perspective and operating within common processes, priorities and standards.

RGOs will also work regularly with the RGO Coordinator and other Research Group Officers; and Operational Teams and Scientific Development services.

The effectiveness of the role will depend on close coordination, regular information exchange and shared ways of working across Research Groups and institutional teams.

Candidate Profile

We seek highly organized, responsible and service-oriented professionals with experience in administrative coordination within complex organizations.

Successful candidates will be capable of managing several matters simultaneously, organizing information from different sources and maintaining reliable follow‑up across multiple stakeholders.

They will take ownership of assigned responsibilities, work proactively and ensure that administrative requirements and deadlines are properly addressed. They will combine responsiveness to Research Groups with consistency, institutional judgement and alignment with common procedures.

Essential Qualifications

• University degree or equivalent professional qualification.
• Relevant experience in administrative coordination, executive support, project support, research administration or a comparable role.
• Experience working in a complex organization involving multiple teams and stakeholders.
• Demonstrated ability to organize documentation, processes, deadlines and follow‑up actions.
• Ability to manage several priorities simultaneously and maintain oversight of pending matters.
• Strong organizational and digital skills.
• Clear written and oral communication skills.
• Professional command of Catalan and Spanish.
• Working professional knowledge of English.

Desired Qualifications

• Experience in a university, research center, hospital or comparable knowledge‑intensive environment.
• Experience supporting research teams, senior professionals or multidisciplinary groups.
• Familiarity with administrative processes related to personnel, onboarding, travel, purchasing, visitors, events or training.
• Experience with enterprise management systems, workflow tools or institutional databases.
• Experience contributing to process improvement, standardization or digitalization.
• Familiarity with the Catalan research and innovation ecosystem.

The successful candidates will demonstrate:

• ownership and accountability;
• reliability and consistent follow‑through;
• strong organizational and prioritization skills;
• attention to policies, requirements and deadlines;
• a proactive and practical approach;
• sound judgement and discretion;
• the ability to work autonomously within a common institutional framework;
• clear and constructive communication;
• the ability to coordinate stakeholders without hierarchical authority;
• flexibility and responsiveness to changing needs;
• commitment to institutional processes and continuous improvement.

What ICFO Offers

The position provides:

• a highly stimulating and international research environment;
• direct interaction with Research Groups and institutional professionals;
• a transversal role with broad exposure across ICFO;
• meaningful responsibility and autonomy;
• structured training and close collaboration with specialist teams;
• the opportunity to contribute to new processes, tools and ways of working;
• professional development within a complex scientific institution;
• competitive conditions commensurate with experience and qualifications;
• a unique location in Barcelona, one of Europe’s leading scientific, cultural and innovation hubs.

ICFO is committed to fostering a diverse, inclusive and respectful environment and is proud to be an equal opportunity employer. Applications are encouraged from outstanding candidates regardless of gender, nationality, ethnic origin, age, disability, religion, sexual orientation or any other characteristic protected by law.

Conditions

This is an established structural position at ICFO. The successful candidate will be hired on a temporary contract for up to three years, pending the permanent filling of the position through the applicable public‑sector selection process. This is a full‑time position.

A probationary period of 6 months will apply, in accordance with ICFO’s internal labor regulations and the applicable public‑sector labor framework.

A salary according to ICFO’s approved salary scales will be offered, commensurate with the level of the position and the candidate’s experience.

Selection Procedure

The selection process will follow open, transparent, and merit-based recruitment (OTM‑R) principles. It will consist of:

• Eligibility check of applications.
• Assessment of merits (education, experience, and language)
• Written test to assess technical knowledge related to the job position
• Interview with shortlisted candidates

The Evaluation Committee will include at least three members and ensure gender balance and impartiality.

Each phase will be documented, and candidates will be notified of the outcome within 15 days of the interview.

Data Protection

In accordance with Regulation (EU) 2016/679 (GDPR) and Organic Law 3/2018, ICFO informs applicants that their personal data will be processed exclusively for recruitment purposes.

Legal basis: performance of a task in the public interest.

Rights: access, rectification, erasure, restriction, and opposition.

Supervisory authority: Catalan Data Protection Authority (APDCAT) https://apdcat.gencat.cat>https://apdcat.gencat.cat

All recruitment files will be retained in accordance with the Catalan public‑sector archival retention schedule (DOGC 2117).