Research Group Operations Officer

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 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