Administrative Operations Manager

NU USA Northeastern University; Boston (MA); On-site; USD 54,000 - 76,000; Full time

Benefits offered by this job

Medical, Vision & Dental

Tuition assistance

Retirement benefits

Job summary

Northeastern University is seeking an Administrative Operations Manager to support the CTBP and CIRCS centers. You will oversee daily operations, research administration, budgeting, and financial management while coordinating NSFsponsored programs and center initiatives.

You will work closely with the Physics Department, Colleges of Science and Engineering, and Northeastern’s Offices of Research Administration and Research Finance to advance strategic objectives.

Qualifications

• Bachelor's degree required; Master's preferred.
• Five to seven years of progressively responsible experience, preferably in an academic or research environment.
• Excellent written and verbal communication skills with strong attention to detail.
• Solid knowledge of budgeting, accounting, and fiscal policies and procedures.

Responsibilities

• Oversee daily operations of CTBP and CIRCS, including project coordination, staff direction, office and space management, and issuance of ID badges.
• Manage operational needs, including office supplies, shared spaces, and logistical support for meetings and special events.
• Administer the NSF-funded CTBP Summer Undergraduate Research Program.
• Administer the NSF-funded Physics of Living Systems Graduate Student Network, including coordination of annual meetings and workshops at domestic and international locations.
• Direct staff in the development and maintenance of administrative systems and workflows to improve operational efficiency.
• Coordinate Center seminar series, including speaker invitations, scheduling, publicity, travel arrangements, and reimbursements.
• Maintain and update Center websites, including event and announcement postings.
• Supervise review and reconciliation of monthly, quarterly, and annual financial transactions in compliance with University policies.
• Research Administration Lead grant proposal preparation, budgeting, and administration for NSF, NIH, DOE, NASA, and private foundations.
• Prepare and coordinate proposal components, including CVs, current and pending support documentation, and conflict of interest disclosures.
• Partner with the Office of Research Administration on proposal submissions and award setup activities.
• Manage incoming and outgoing subawards, including invoicing, data transfer agreements, and coordination with collaborating institutions.
• Research Finance Coordinate with the Office of Research Finance on financial reporting and award closeout activities.

Skills

Communication

Microsoft Office

Budgeting

Research administration

Banner familiarity

Education

Bachelor's degree required

Master's degree preferred

Tools

Banner

Office 365

Job description

About the Opportunity

About the Center for Theoretical Biological Physics The Center for Theoretical Biological Physics (CTBP) in the College of Science is one of the ten Physics Frontiers Centers established by the Physics Division (PHYS) of the National Science Foundation. CTBP is at the forefront of research and training at the biology-physics interface, focusing on fundamentals of physical genetics, interacting active elements and biological functionality, integrated living systems, and development of core methodology.

About the Center for Interdisciplinary Research on Complex Systems

The Center for Interdisciplinary Research on Complex Systems (CIRCS) in the College of Science fosters collaborations between researchers from different scientific and engineering disciplines who share a common interest in elucidating fundamental aspects of the structure and function of complex physical and biological systems across multiple levels of organization using a combination of quantitative state-of-the-art experimental and theoretical research tools, and enhances interdisciplinary educational training of both undergraduate and graduate students through its various activities.

Job Summary

Reporting to the Director of CTBP, the Administrative Operations Manager provides comprehensive operational, administrative, research administration, and financial management support to the Centers. This position plays a critical role in supporting the day-to-day operations and long-term strategic objectives of both Centers. The Administrative Operations Manager oversees research administration and finance, space allocation, visitor logistics, trainee support for undergraduate, graduate, and postdoctoral researchers, and external liaison activities. Responsibilities also include coordination of the National Science Foundation (NSF)-funded Physics of Living Systems Graduate Student Network, management of Center websites, and logistical oversight of CTBP’s annual undergraduate summer research program. The Administrative Operations Manager works closely with the Physics Department, the Colleges of Science and Engineering, and Northeastern University’s Offices of Research Administration and Research Finance.

Key Responsibilities and Accountabilities

• CTBP and CIRCS Operations Management Oversee daily operations of CTBP and CIRCS, including project coordination, staff direction, office and space management, and issuance of ID badges
• Manage operational needs, including office supplies, shared spaces, and logistical support for meetings and special events
• Administer the NSF-funded CTBP Summer Undergraduate Research Program
• Administer the NSF-funded Physics of Living Systems Graduate Student Network, including coordination of annual meetings and workshops at domestic and international locations.
• Direct staff in the development and maintenance of administrative systems and workflows to improve operational efficiency
• Coordinate Center seminar series, including speaker invitations, scheduling, publicity, travel arrangements, and reimbursements
• Maintain and update Center websites, including event and announcement postings
• Supervise review and reconciliation of monthly, quarterly, and annual financial transactions in compliance with University policies
• Research Administration Lead grant proposal preparation, budgeting, and administration for National Science Foundation (NSF), National Institutes of Health (NIH), Department of Energy (DOE), National Aeronautics and Space Administration (NASA), and private foundation proposals supporting the Directors of CTBP and CIRCS
• Prepare and coordinate proposal components, including curricula vitae (CVs), current and pending support documentation, and conflict of interest disclosures
• Partner with the Office of Research Administration on proposal submissions and award setup activities
• Manage incoming and outgoing subawards, including invoicing, data transfer agreements, and coordination with collaborating institutions
• Research Finance Coordinate with the Office of Research Finance on financial reporting and award closeout activities for the Directors of CTBP and CIRCS
• Serve as a resource to faculty regarding sponsor requirements and University policies related to research finance
• Communicate policy updates and changes as needed
• Oversee grant financial management activities, including budgeting, forecasting, and expenditure monitoring
• Manage purchasing and allocation of computing equipment
• Prepare purchase orders and review, reconcile, and approve expense and travel reports
• Minimum Qualifications Bachelor's degree required, Master's degree preferred
• Five to seven years of progressively responsible experience, preferably within an academic or research environment
• Demonstrated ability to prioritize and manage multiple projects simultaneously
• Excellent written and verbal communication skills with strong attention to detail
• Solid knowledge of budgeting, accounting, and fiscal policies and procedures
• Proficiency with Microsoft Office Suite, familiarity with Banner Experience supporting interdisciplinary research initiatives, including financial management, budget preparation, and resource allocation
• Applicants should include the following documents with their application: Resume/CV Cover letter
• Position Type General Administration

The University is unable to work sponsor for this role, now or in the future.

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.

Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation.

Visit https://hr.northeastern.edu/benefits/ for more information.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

Compensation Grade/Pay Type: 107S Expected Hiring Range: $53,615.00 - $75,728.75 With the pay range(s) shown above, the starting salary will depend on several factors, which may include your education, experience, location, knowledge and expertise, and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.

Founded in 1898, Northeastern is a global research university and the recognized leader in experiential lifelong learning. Our approach of integrating real-world experience with education, research, and innovation empowers our students, faculty, alumni, and partners to create worldwide impact. Our global university system provides our community and academic, government, and industry partners with unique opportunities to think locally and act globally. The system—which includes 14 campuses across the U.S., U.K., and Canada, 300,000-plus alumni, and 3,000 partners worldwide—serves as a platform for scaling ideas, talent, and solutions. The university’s residential campuses for undergraduate and graduate degrees are located in Boston, London, and Oakland, California. Our research and graduate campuses are in the Massachusetts communities of Burlington and Nahant; Arlington, Virginia; Charlotte, North Carolina; Miami; Portland, Maine; Seattle; Silicon Valley, California; Toronto; and Vancouver. Northeastern’s personalized, experiential undergraduate and graduate programs lead to degrees through the doctorate in 10 colleges and schools across our campuses. Learning emphasizes the intersection of data, technology, and human literacies, uniquely preparing graduates for careers of the future and lives of fulfillment and accomplishment. Our research enterprise, with an R1 Carnegie classification, is solutions oriented and spans the world. Our faculty scholars and students work in teams that cross not just disciplines, but also sectors—aligned around solving today’s highly interconnected global challenges and focused on transformative impact for humankind.