Research Group Operations Coordinator

Barcelona Institute of Science and Technology (BIST); Castelldefels; Presencial; EUR 26.000 - 36.000; Jornada completa

Descripción de la vacante

ICFO (Institute of Photonic Sciences) in Barcelona seeks an organized Administrative Coordinator to support multiple Research Groups, ensuring compliance with institutional policies and deadlines. You will collaborate with Group Leaders, coordinate with Operational Teams, and contribute to digital transformation and process improvement across the institute.

Ideal candidates have a university degree, strong written and oral communication, and fluency in Catalan, Spanish and English; experience in

Formación

• University degree or equivalent professional qualification.
• Strong organizational and digital skills.
• Clear written and oral communication skills.
• Professional command of Catalan and Spanish.
• Working professional knowledge of English.

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

Conocimientos

Organization

Digital skills

Communication skills

English proficiency

Catalan and Spanish

Educación

University degree or equivalent professional qualification

Herramientas

Enterprise management systems

Workflow tools

Institutional databases

Descripción del empleo

ICFO (Institute of Photonic Sciences) in Barcelona seeks an organized Administrative Coordinator to support multiple Research Groups, ensuring compliance with institutional policies and deadlines. You will collaborate with Group Leaders, coordinate with Operational Teams, and contribute to digital transformation and process improvement across the institute.

Ideal candidates have a university degree, strong written and oral communication, and fluency in Catalan, Spanish and English; experience in