Research Operations Coordinator

North Carolina State University; United States; Hybrid; USD 70,000 - 74,000; Full time

Benefits offered by this job

Medical, Dental, and Vision

Flexible Spending Account

Retirement Programs

Disability Plans

Life Insurance

Accident Plan

Paid Time Off and Other Leave Programs

12 Holidays Each Year

Tuition and Academic Assistance

Childcare benefits

Job summary

NC State University is seeking a Research Operations Coordinator to serve as the central administrative and financial authority for a major research group. The role supports faculty, postdocs, graduate researchers, and visiting scholars across budgeting, procurement, and sponsor reporting.

Hybrid work options exist; responsibilities include coordinating pre- and post-award activities, ensuring compliance with sponsor guidelines, and facilitating efficient laboratory operations and external

Qualifications

• Bachelor’s degree or equivalent with relevant experience in research administration or program management.
• Demonstrated understanding of pre- and post-award processes, sponsor guidelines, and proposal submission portals.

Responsibilities

• Coordinate embedded administrative, financial, and operational tasks for a major research group.
• Manage budgets, sub-awards, and sponsor reporting.
• Support proposal development and submission timelines with central units.
• Draft and maintain lab-use agreements and invoicing for internal/external users.
• Liaise with internal offices, sponsors, and external partners to ensure compliance and efficiency.

Skills

Pre- and post-award processes

Budget tracking

Sponsor guidelines

Written & interpersonal communication

Proposal coordination

Education

Bachelor’s degree in Business Administration / Public Administration / Higher Education or related field

Tools

PeopleSoft Financials

Marketplace

P-Card reconciliation systems

Smartsheet / Excel

Job description

Posting Details

Posting Information

Posting Number PG194868EP

Internal Recruitment No

Working Title Research Operations Coordinator

Anticipated Hiring Range $70,000 - $74,000

Work Schedule Monday - Friday, 8am-5pm (Opportunities for hybrid work schedule)

Job Location Raleigh, NC

Department Department of Materials Science and Engineering

About The Department

The Department of Materials Science and Engineering ( MSE ) at NC State University is a nationally recognized leader in materials discovery, design and deployment. Our faculty, students and staff work at the forefront of innovation: advancing materials that enable breakthroughs in energy, electronics, health, manufacturing and sustainability. Research in MSE spans theory, computation, synthesis, characterization and scale-up, supported by a collaborative culture and state-of-the-art facilities on NC State’s Centennial Campus. Faculty lead internationally visible efforts in areas such as artificial intelligence-driven materials design, wide bandgap semiconductors, energy storage, nanomaterials, soft and biomaterials and structural materials under extreme environments.

Representative labs include:

• Atomic-Scale Materials Lab
• Wide Bandgap Semiconductor Lab
• AIMS Lab
• Corrosion and Advanced Materials Lab
• Augustyn Research Lab

Learn how NC State MSE is leading the way to discover, create and enhance the world around us.

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.

• Medical , Dental , and Vision
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• And so much more!

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.

Essential Job Duties

The Research Operations Coordinator serves as the central administrative, financial, and operational authority for a major research group, center, or specialized facility, supporting faculty, postdoctoral researchers, graduate researchers, and visiting scholars. This position bridges research administration and laboratory operations, providing coordination across pre- and post-award activities, budget management, sponsor reporting, service center billing, specialized procurement, equipment and facility operations, travel, vendor relations, and external partnerships. Operating with a high degree of autonomy, the Coordinator serves as a key liaison among Principal Investigators (PIs), College Research Administration, university administrative offices, external corporate partners, and government sponsors.

As the Research Operations Coordinator, you will play a critical role in keeping research activities financially sound, operationally efficient, and aligned with university and sponsor requirements. You will coordinate complex administrative processes, anticipate operational needs, build productive relationships with internal and external partners, and help faculty and research teams navigate the administrative requirements that support successful research. Your attention to detail, sound judgment, communication skills, and ability to manage competing priorities will directly contribute to the effective operation and advancement of the research group.

Key Responsibilities

Embedded Research Administration & Financial Operations

• Monitor active project budgets and sub-segments across a multi-million-dollar grant portfolio and coordinate rebudgeting, account modifications, summer salary planning, project extension requests, and closeout preparations in alignment with College Research Administration guidelines.
• Initiate and reconcile high-volume financial transactions, including Vouchers, Journal Vouchers (JVs), Inter-Departmental Transfers (IDTs), P-Card reconciliations, and travel reimbursements in compliance with university and sponsor guidelines.
• Assist PIs with proposal development for federal, state, and corporate submissions by preparing RED records, drafting non-technical proposal sections, building preliminary budgets, gathering required documentation, and coordinating submission timelines with central proposal development units. Collect financial and technical data to assist PIs with quarterly, annual, and final progress reports for external sponsors and industry subcontractors.
• Draft and maintain Laboratory Use Agreements for specialized research facilities/centers, manage user activity logs and scheduling, and drive timely invoicing and billing for internal and external lab users.
• Serve as a local resource for university, state, and federal sponsor policies across academic, financial, procurement, and human resource functions. Independently resolve complex administrative issues and adapt workflows to meet evolving research needs.

Laboratory Procurement, Facilities & Building Operations

• 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.
• Coordinate with scientific vendors regarding pricing and specifications, 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.
• 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.

Program Management, Outreach & External Relations

• Act as the primary administrative point of contact for external corporate, university, and government collaborators. Foster relationships that support interdisciplinary initiatives and research commercialization.
• Plan and execute academic forums, workshops, sponsor site visits, solar/tech integration meetings, and visiting researcher seminars, coordinating venue logistics, catering, schedules, and visitor accommodations. Maintain and update research group websites, faculty/project profiles, and promotional materials to highlight research achievements and funding milestones.

Travel Logistics & Administrative Coordination

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

This role offers the opportunity to make a meaningful operational impact by helping research teams move projects forward while ensuring the financial, administrative, and laboratory infrastructure behind that work operates effectively. If you are an organized, resourceful, and collaborative professional who enjoys bringing structure to complex research operations, navigating detailed administrative requirements, and building effective relationships across various groups, we invite you to apply.

Other Responsibilities

In addition to the core responsibilities of this role, there may be occasional opportunities to take on additional duties. This offers an opportunity to build on your skills, explore new areas, and gain a deeper understanding of the department’s operations.

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

• 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).
• Proficient in financial software and ERP platforms (PeopleSoft Financials, Marketplace, P-Card reconciliation systems, Smartsheet/Excel).
• Exceptional organizational and time-management skills; proven ability to manage competing deadlines in a high-stakes research environment with minimal supervision.
• Excellent written and interpersonal communication skills 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)

NA

Valid NC Driver's License required

No

Commercial Driver's License required

No

Recruitment Dates and Special Instructions

Job Open Date 09/18/2026

Anticipated Close Date 10/01/2026; if posting is still active we are accepting and reviewing applications.

Position Details

Position Number 00103893

Position Type EPS/SAAO

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

Appointment 12 Month Recurring

Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events Non Mandatory - Emergency Event

Department ID 140801 - Materials Science &Engineering

EEO

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.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.