Research Assistant - Part Time

Vanderbilt University•Nashville, TN

18h•Hybrid

About The Position

The Research Lab Operations Assistant is an individual contributor on the Bowden Biomedical Optics Laboratory team at Vanderbilt University. The role coordinates routine laboratory operations, administrative workflows, shared-space organization, and research support so students and research staff can focus more time on research and training. Responsibilities include maintaining laboratory spaces and supplies; coordinating routine equipment, safety, documentation, and scheduling activities; maintaining shared electronic resources; and providing administrative support for lab meetings and research studies. The position reviews meeting notes, identifies and distributes action items, and follows up on routine operational tasks. It is part-time, anticipated at approximately 10–20 hours per week and fewer than 30 hours per week. The hybrid schedule requires at least one day per week on site, with additional on-site presence when duties require physical access to the laboratory. Responsibilities may evolve based on laboratory and operational needs. The laboratory is a collaborative biomedical engineering research group with shared laboratory, cell-culture, equipment, and digital workspaces. The role consolidates recurring operational and administrative activities into a single point of coordination, working closely with the faculty principal investigator, students, research staff, and shared-space partners. Success requires organization, dependable follow-through, clear communication, and willingness to learn laboratory-specific procedures and Vanderbilt systems.

Requirements

High school diploma or GED; an equivalent combination of education and relevant work experience is acceptable consistent with Vanderbilt policy.
Complete Vanderbilt-required safety, compliance, and role-specific training before independently performing applicable laboratory or human-research support activities.
Demonstrated organization, attention to detail, time management, and clear written and verbal communication.
Ability to work reliably and independently on recurring tasks, follow written procedures, maintain accurate records, communicate professionally with students, staff, and participants, and work on site at least one day per week.

Nice To Haves

Associate degree in biology, animal science, biomedical science, engineering, or a related field.
Bachelor’s degree in biology, animal science, biomedical science, engineering, or a related field; strongly preferred.
Experience in customer service, administrative support, inventory/restocking, scheduling, training or orienting others, or another role requiring dependable follow-through.
Experience in a research laboratory, university setting, laboratory operations, research administration, cell culture, equipment coordination, or human-participant research.
Willingness and ability to learn laboratory-specific systems and procedures.

Responsibilities

Coordinate routine laboratory organization and shared-space upkeep, including cleanup schedules, supply checks, waste and trash handling, freezer upkeep, and follow-up with lab members on established practices.
Support laboratory safety administration by maintaining chemical inventory and SDS documentation; helping keep safety materials current; coordinating inspections and certifications; and reminding lab members of established procedures. Perform activities only after completing required training.
Coordinate routine equipment administration, including monitoring repair needs, maintaining access to manuals and warranties, arranging calibrations and certifications, and helping identify locations for new equipment.
Perform or coordinate routine upkeep of shared cell-culture and laboratory support areas, including checking LN2 and CO2 supplies, arranging gas orders, cleaning water pans, water baths, and incubators, preparing autoclaved water, managing biohazard waste, and coordinating freezer defrosting, biosafety cabinet certification, filter changes, and pipette calibration, consistent with training and safety requirements.
Maintain the PDMS work area and supplies, keep the station clean and usable, replenish routine materials, and, after appropriate training, orient new users to established procedures and scheduling practices.
Maintain shared laboratory records and knowledge resources, including lab wiki/OSF pages, onboarding and offboarding instructions, software and facility-access guidance, project links, presentation archives, and other operational documentation.
Coordinate meetings and workflows by reviewing meeting notes, capturing decisions and action items, distributing follow-up summaries, maintaining shared trackers and calendars, and following up with lab members on open operational items.
Support presentation and research-output administration by archiving presentations and relevant links in designated locations and periodically collecting presentation information from lab members.
Provide assigned administrative support for human-participant research, including monitoring participant communications, maintaining scheduling pipelines and study calendars, responding to routine inquiries using approved materials, assisting with scheduling and documentation, and promptly routing adverse-event information to appropriate research personnel. Perform activities requiring specialized authorization only after required training and under appropriate supervision.
Order and restock routine laboratory and office supplies within established procedures, maintain simple inventory information, and prepare purchasing or service documentation for supervisory review as needed.
Provide other assigned administrative and operational support that improves laboratory efficiency, documentation, communication, and continuity.