Research Operations Coordinator

NC State University; Raleigh, Northern (NC, KY); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Childcare benefits

Wellness & Recreation Membership

Wellness Programs

Job summary

NC State University seeks a Research Operations Coordinator to serve as the central administrative, financial, and operational authority for a major research group, center, or facility. You will manage pre- and post-award activities, ensure sponsor reporting, and oversee budget tracking and complex procurement.

You will coordinate lab use, travel, and service center billing, while maintaining records and engaging with PIs, facilities staff, and external sponsors.

Qualifications

• Experience in pre- and post-award processes and budgets.
• Knowledge of sponsor guidelines and proposal portals.
• Proficiency with financial ERP tools and reporting.
• Strong written and interpersonal communication skills.
• Ability to manage multiple deadlines with minimal supervision.

Responsibilities

• Embedded administrative support for budgets, proposals and reporting.
• Procurement, facilities liaison, and lab-use oversight.
• External relations with sponsors and research partners.
• Travel planning, calendar management and onboarding.
• Policy interpretation and compliance across programs.

Skills

Research administration

Budget tracking

Proposal submission

Communication

Multitasking

Autonomy

Education

Bachelor's degree in Business Administration

Tools

PeopleSoft

Marketplace

P-Card

Smartsheet

Excel

Job description

Wolfpack Perks and Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

About the Department

The Department of Chemical and Biomolecular Engineering’s primary research mission involves managing high-impact, multi-disciplinary research initiatives, specialized laboratory facilities, and large-scale sponsor portfolios. To support faculty innovation and maintain seamless operations across complex grant portfolios, the department utilizes embedded administrative professionals who provide direct, localized support to large faculty research groups, multi-investigator centers, and specialized laboratory infrastructure.

Job Location

Department Office of University Interdisciplinary Programs

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community. Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

The Research Operations Coordinator serves as the central administrative, financial, and operational authority for a major research group, center, or specialized facility (supporting 20–25+ faculty, postdocs, graduate researchers, and visiting scholars).

This position is unique in that it bridges localized research administration (pre-award proposal support, post-award budget tracking, sponsor reporting, and service center billing) with comprehensive laboratory and facility operations (specialized procurement, equipment maintenance, travel logistics, vendor relations, and building liaison duties).

Operating with a high degree of autonomy, the Coordinator serves as the primary operational liaison between Principal Investigators (PIs), central College Research Administration, university administrative offices, external corporate partners, and government sponsors (e.g., DOE , ARO , NSF , DoD).

Detailed Breakdown of Core Responsibilities

1. Embedded Research Administration & Financial Stewardship

• Post-Award Financial Oversight: Monitor active project budgets and sub-segments across a multi-million-dollar grant portfolio. Coordinate rebudgeting, account modifications, summer salary planning, project extension requests, and closeout preparations in alignment with College Research Administration guidelines.
• Pre-Award Proposal Development Support: Assist PIs with proposal development for federal, state, and corporate submissions. Prepare RED records, draft non-technical proposal sections, build preliminary budgets, gather required documentation (CVs, letters of support, current & pending forms), and coordinate submission timelines with central proposal development units.
• Sponsor Reporting & Data Coordination: Collect financial and technical data to assist PIs in drafting quarterly, annual, and final progress reports for external sponsors (e.g., ARO , DOE , NSF ) and industry subcontractors.
• Financial Transaction Processing: Initiate and reconcile high-volume financial transactions, including Vouchers, Journal Vouchers (JVs), Inter-Departmental Transfers (IDTs), P-Card reconciliations, and travel reimbursements in strict compliance with university and sponsor guidelines.
• Service Center & Lab Use Oversight: Draft and maintain Laboratory Use Agreements for specialized research facilities/centers. Manage user activity logs, coordinate scheduling, and drive timely invoicing and billing for internal and external lab users.

2. Laboratory Procurement, Facilities & Building Operations

• Specialized Lab Procurement: Act as the lead procurement strategist for the research group. Source specialized laboratory equipment, fabricated items, and research consumables via Marketplace, blanket purchase orders, and P-Card protocols. Negotiate pricing and specifications directly with scientific vendors.
• Facilities & Building Liaison: Serve as the primary facilities liaison for the research group’s designated building/lab space. Coordinate with University Facilities Management for maintenance requests, lab safety compliance, security access/key distribution, space scheduling, and emergency notifications.
• Lab Equipment & Inventory Control: Oversee laboratory supply inventory, coordinate equipment repair and preventative maintenance contracts, and manage domestic and international shipping of research materials in accordance with compliance protocols.

3. Program Management, Outreach & External Relations

• External Partner & Sponsor Engagement: Act as the primary administrative point of contact for external corporate, university, and government collaborators. Foster relationships that support interdisciplinary initiatives and research commercialization.
• Event Planning & Seminars: Plan and execute academic forums, workshops, sponsor site visits, solar/tech integration meetings, and visiting researcher seminars. Coordinate all venue logistics, catering, schedules, and visitor accommodations.
• Communications & Media Management: Maintain and update research group websites, faculty/project profiles, and promotional materials (brochures, flyers, press releases, annual reports) to highlight research achievements and funding milestones.

4. Travel Logistics & General Administrative Coordination

• Travel Operations: Design and execute complex travel itineraries for faculty, postdocs, students, and visiting scholars. Secure required travel authorizations, funding approvals, international travel documentation, and post-trip reimbursements.
• Administrative Operations: Maintain electronic record archives (SOPs, equipment manuals, award files). Manage daily group calendars, prioritize operational deadlines, and assist in onboarding new research staff, postdocs, and graduate students into the lab environment.

5. Professional Knowledge & Policy Interpretation

• Act as the local expert on university, state, and federal sponsor policies across academic, financial, procurement, and human resource domains. Independently resolve complex administrative issues and adapt workflows to meet evolving research needs.

Other Responsibilities

Other duties as assigned.

Qualifications

Minimum Education and Experience

Bachelor’s degree in Business Administration, Public Administration, Higher Education, or a related field, plus 2–3 years of professional experience in research administration, project coordination, or high-level academic program management; or an equivalent combination of training and experience.

Other Required Qualifications

• Research Administration Knowledge: Demonstrated understanding of pre- and post-award processes, budget tracking, sponsor guidelines (Uniform Guidance, federal circulars), and proposal submission portals (RED , Research.gov, eRA Commons).
• Financial & ERP Systems: Proficient in financial software and ERP platforms (PeopleSoft Financials, Marketplace, P-Card reconciliation systems, Smartsheet/Excel).
• Autonomy & Multitasking: Exceptional organizational and time-management skills; proven ability to manage competing deadlines in a high-stakes research environment with minimal supervision.
• Communication & Liaison Skills: Strong written and interpersonal communication skills required to interface effectively with faculty, students, university leadership, facilities staff, and external sponsors.

Preferred Qualifications

• 3+ years of experience in an R1 university setting directly supporting STEM research labs,academic centers, or engineering departments.
• Experience managing service center billing, laboratory use agreements, or complex procurement for scientific equipment.
• Familiarity with NC State University systems (PeopleSoft, RED , Travel Center, Wolfpack Marketplace).

Required License(s) or Certification(s)

N/A

Valid NC Driver's License required

Commercial Driver's License required

Position Details

Position Type: EPS/SAAO

Full Time Equivalent (FTE) (1.0 = 40 hours/week)

Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.0

Appointment: 12 Month Recurring

NC State University is an equal opportunity employer

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at [phone] or [e-mail].

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

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