Research Programs Coordinator, Operations

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.


Job Description

POSITION OBJECTIVE

Working under general direction of the faculty director, the Research Programs Coordinator, Operations provides advanced administrative and operational coordination of the Applied Bio-robotics Lab and its interdisciplinary research portfolio. (The lab serves as a creative space for developing bio-inspired robotics particularly, amphibious legged robots, which can traverse infrastructure and confined spaces to ease challenges associated with search and rescue and environmental hazards.) The position coordinates sponsored project administration, budget tracking, reporting, scheduling and communications across multiple governmental and industry-sponsored projects and supports day-to-day administrative operations and is involved with more complex and/or difficult matters.


ESSENTIAL FUNCTIONS

1. Has overall responsibility for smooth functioning of the research lab. Manage administrative workflows, onboarding logistics for students, postdoctoral fellows, engineers, and visiting researchers, and day-to-day activities to ensure continuity of lab operations. Maintain confidential records related to laboratory operations. Maintain an administrative calendar for regular processes, forecasting, and onboarding of team members. Assist with complex administrative matters related to sponsored research administration, interdisciplinary collaborations, compliance requirements, and time-sensitive deadlines, seeking guidance from the principal investigator as appropriate. (35%)
2. Perform varied duties of an administrative/clerical nature requiring accuracy including preparation of correspondence, reports, proposals, and administrative documentation. Provide administrative assistance to the principal investigators, including but not limited to website management, recruiting and registering new students. Support incoming researchers (e.g. new grad students, undergraduates, perspectives) by helping them connect to team. Organize and format materials related to multiple sponsored research projects, ensuring accuracy, completeness and attention to detail, and adherence to multiple deadlines across concurrent projects. Coordinate project timelines by being familiar with the research goals and progress on those goals and managing the schedule of post-award reporting to ensure key dates are met and reporting is as expected by the funding agency. (25%)
3. Serve as first point of contact for information requests from university, government, and potential collaborators. Facilitate communications between department and the university by serving as an administrative liaison between the research lab and central university offices such as Sponsored Projects Administration, Grants Accounting, Purchasing, Payroll, Human Resources, Facilities, and Finance to exchange information, coordinate administrative actions, and resolve routine issues related to sponsored research and lab operations. Facilitate communication between faculty and students, as well as research and administrative staff in projects. (15%)
4. Authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/forecasting, expense reports. Track and reconcile sponsored and non-sponsored research accounts; maintain financial tracking spreadsheets; prepare budget summaries, forecasts, and expense reports for review and approval; and process reimbursements, travel, and invoices in accordance with university policies and procedures. Maintain forecasting spreadsheets and long-range financial models so that team members can make effective resource allocation decisions and communicate promptly with university and sponsor funders. Maintain a calendar of financial processes, activities, and deliverables (15%)
5. Coordinate events, lab meetings, project meetings, proposal reviews, sponsor calls, and research-related events. Prepare agendas, document meeting notes and action items, and support follow-up communications as assigned. Purchase supplies, reserve locations and clear access, and set-up space. Notify participants on timelines and plans for events, special experiments, demonstration days, and other group activities. Manage logistics for the relocation into the Interdisciplinary Science and Education Building (ISEB) space and establish cross-disciplinary (Biology/Robotics) lab organization. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)


CONTACTS

Department: Regular contact with faculty, research staff, engineers, and postdoctoral fellows to maintain workflow and support lab operations.

University: Regular contact with staff in central administrative offices such as Sponsored Projects Administration, Grants Accounting, Purchasing, Payroll, Human Resources, Facilities, and Finance to exchange information and resolve administrative matters.

External: Regular contact with vendors, service providers, and external collaborators to exchange information related to purchasing, services, agreements, and research administration.

Students: Regular contact with students to exchange information related to onboarding, scheduling, purchasing, and administrative processes.


SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.


QUALIFICATIONS

Experience: 5 years of related administrative, research support, program coordination or research administration experience. Experience supporting sponsored research, interdisciplinary projects, scientific workflows, or grant-funded programs in academic, research or technical environment is preferred.

Education: High school education required. Bachelor's degree preferred.


REQUIRED SKILLS

1. Proven organizational, administrative, and interpersonal skills, including the ability to interact on a professional level with faculty, staff, representatives from government, industry, and the community required.
2. Ability to actively learn and apply new information to support problem-solving and decision-making.
3. Ability to work effectively independently and collaboratively within a team must be dependable and able to manage multiple priorities.
4. Ability to quickly learn and adapt to CWRU financial and accounting policies, practices, systems, and reports preferred.
5. Exceptional organizational skills with strong attention to detail and accuracy.
6. Ability to multi-task, prioritize, and meet deadlines in a fast-paced environment.
7. Ability to work with sensitive information and maintain confidentiality.
8. Proficient computer skills, including Microsoft Excel, Teams, PowerPoint and Overleaf (LaTeX)
9. Prefer content knowledge of robotics, neurobiology, bio-inspired artificial intelligence, biomimicry, or new applications for robotics including automation, energy infrastructure, or laboratory experience.
10. Willingness to learn and utilize artificial intelligence (AI) tools and technologies.
11. Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
12. Ability to meet consistent attendance.
13. Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.


Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.


EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at View phone number on click.appcast.io to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.


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