Administrative Operations Manager

Northeastern University•Boston, MA

9d•Onsite

About The Position

The Center for Theoretical Biological Physics (CTBP) and the Center for Interdisciplinary Research on Complex Systems (CIRCS), both within the College of Science, are seeking an Administrative Operations Manager. CTBP is a National Science Foundation (NSF) Physics Frontiers Center focused on research and training at the biology-physics interface. CIRCS fosters collaborations across scientific and engineering disciplines to study complex systems. The Administrative Operations Manager will report to the Director of CTBP and provide comprehensive operational, administrative, research administration, and financial management support to both Centers. This role is crucial for supporting daily operations and long-term strategic goals, overseeing research administration, finance, space allocation, visitor logistics, trainee support, and external liaison activities. Key duties include coordinating the NSF-funded Physics of Living Systems Graduate Student Network, managing Center websites, and overseeing CTBP’s annual undergraduate summer research program. The position requires close collaboration with the Physics Department, Colleges of Science and Engineering, and Northeastern University’s Offices of Research Administration and Research Finance.

Requirements

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.

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.
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.
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.