Research Group Officers

Institute of Photonic Sciences; Castelldefels; Presencial; EUR 32.000 - 45.000; Jornada completa

Descripción de la vacante

ICFO – The Institute of Photonic Sciences in Castelldefels, near Barcelona, invites applications for the position of Research Group Officers. You will provide structured administrative and organizational support to multiple Research Groups, helping reduce the burden on Group Leaders and staff while ensuring timely interactions with ICFO’s Operational Teams.

As part of a coordinated team, RGOs will manage preparation, coordination and follow-up of administrative matters, align with institutional

Responsabilidades

• 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.
• 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 elevate unresolved issues when required.
• Support compliance with institutional policies, procedures and deadlines.
• 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.
• 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.

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.

Over the past two decades, ICFO has established itself as an internationally recognized center of excellence and a global reference in photonics. Today, with a highly international community of around 500 employees representing more than 70 nationalities, ICFO continues its institutional development aimed at strengthening scientific excellence, organizational effectiveness and long-term impact.

As a public research institution, ICFO is governed by a Board of Trustees and led by an Executive Leadership comprising the Director and the Managing Director, who are responsible for the scientific, strategic and operational development of the Institute.

ICFO is seeking Research Group Officers to strengthen the administrative and organizational support provided to its Research Groups.

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 scope of the role will be defined through a common and evolving catalogue of activities, processes and responsibilities. This catalogue will clarify the tasks owned by RGOs, those owned by other institutional teams, and the matters requiring coordination or escalation.

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.

RGOs will work in close alignment with ICFO’s Operational Teams. These teams will provide the procedures, criteria, information and training required for RGOs to perform their role consistently and effectively. RGOs will, in turn, help ensure that these teams receive complete, structured and timely information and will contribute to the continuous improvement of institutional processes.

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 elevate 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.

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