Job Listings

Research Operations Coordinator - Comprehensive Integrated Research Operations (CIRO)

Department:
Comprehensive Integrated Research Operations (CIRO)
*
Administration

Position Title:
Research Operations Coordinator - Comprehensive Integrated Research Operations (CIRO)

Job Family Group:
Professional Staff

Job Description Summary:
This position will lead the planning and execution of key research events and special projects that showcase the university's medical research and advance the institution's research objectives. This role encompasses organizing seminars, lectures, and conferences while overseeing logistics, managing budgets, and liaising with vendors. Additionally, the Coordinator will assist in the facilitation of faculty recruitment visits and orchestrate departmental and interdepartmental activities to bolster collaboration and support research initiatives.

Job Description:

Job Responsibilities:

• Lead the strategic planning, coordination, and execution of research events such as the Bohan Visiting Professor Seminars series, Monthly Research Conferences, Visiting Professor Lectures, and other high-visibility initiatives. Oversee all aspects of event management, including venue selection, catering, audio-visual requirements, and accommodations, while ensuring alignment with organizational goals.
• Act as the primary point of contact and decision-maker for event logistics, including negotiating contracts with internal and external vendors and managing relationships with key stakeholders to ensure a seamless and high-quality event experience.
• Serve as the first point of contact for all departmental event planning, facilitating clear communication and providing expert guidance on event logistics from concept through execution.
• Meet with departments to identify their event needs, assist in budget development, and ensure accurate cost projections for successful event planning and execution.
• Execute assigned event projects and tasks for Research Day and other special events as needed.
• Take ownership of on-site event operations, applying critical thinking to resolve issues promptly and ensure that all event components meet the department's standards of excellence.
• Prepare, manage, and oversee event budgets, ensuring cost-effectiveness and adherence to financial policies. Make recommendations for future budgetary needs based on analysis and forecasting.
• Provide logistical and on-the-ground support for department faculty recruitment seminars in collaboration with the faculty recruitment coordinator. Proactively anticipate and address potential challenges to ensure smooth candidate visits.
• Lead the strategic identification and planning of internal celebration events, milestone awards, and team-building activities, applying discretion and judgment in selecting appropriate activities that align with CIRO's mission and culture.
• Collect, analyze, and synthesize participant feedback and event data using REDCap or other tools, providing actionable insights for continuous improvement of future events.
• Maintain comprehensive event records, including financial reports, attendance metrics, contracts, and feedback, while ensuring compliance with institutional policies.
• Collaborate closely with the communications coordinator to develop and implement event marketing strategies, ensuring clear communication with key audiences and stakeholders.
• Oversee the management of CIRO's operational email inbox, independently addressing requests from internal and external stakeholders, resolving complex inquiries, and facilitating relationship-building across departments.
• Provide strategic input on CIRO operational functions, including process improvements in Workday support, procurement, and resource allocation, applying judgment to streamline operations.
• Act as a key team member in cross-coverage for all CIRO functions, offering expertise and guidance on operational matters, including but not limited to financial analysis, event strategy, and vendor relations.
• Perform additional administrative and strategic support tasks as needed, contributing to the continuous improvement of office operations and processes.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment

Work is normally performed in a typical interior work environment which does not usually subject the employee to any unpleasant elements.

Required Qualifications

Education: Bachelor's degree or relevant experience may be substituted for education on a year-for-year basis.

Work Experience:

• Minimum two (2) years of administrative office support experience
• Experience providing excellent customer service.

Preferred Qualifications

Education: Master's degree

Work Experience:

• Proficiency with Workday
• Familiarity with business technology tools (e.g., Teams/Slack, SharePoint, ServiceNow, Monday, MS Project, Emma)
• Proficiency in Microsoft Suite
• Experience supporting faculty and staff in a university or large academic institution.

Skills

• Proven experience in administrative or coordinator roles, with discretion in handling confidential information.
• Demonstrated initiative, independent judgment, problem-solving, and decision-making within established policies.
• Proven ability to meet deadlines and prioritize tasks.
• Excellent written and verbal communication skills.
• Strong customer service orientation, with the ability to build and maintain positive relationships with stakeholders.
• Strong organizational and time management skills, with the ability to handle multiple tasks and events simultaneously.
• Competent in Microsoft Office Suite and able to maintain detailed records and documentation.
• Collaborative team player with a proactive approach to identifying and implementing improvements.

Required Documents

• Resume
• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:
Regular

Time Type:
Full time

Rate Type:
Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:
$26.13 - $39.20
Minimum
$26.13
Midpoint
$32.67
Maximum
$39.20

Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Research-Operations-Coordinator---Comprehensive-Integrated-Research-Operations--CIRO-_JR007652 or go to https://careers.kumc.edu/ and search for position number JR007652.

Applications must be submitted directly through the KU Medical Center website to be considered for this position. Any applications submitted via email or this website will NOT be reviewed or considered.

About KU Medical Center:
The University of Kansas Medical Centers mission is to educate exceptional health care professionals through a full range of undergraduate, graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn more at www.kumc.edu.

Benefits:
KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information, please visit https://www.kumc.edu/human-resources/benefits.html

Equal Employment Opportunity Statement

The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information. http://policy.ku.edu/IOA/nondiscrimination

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