Research Operations Coordinator

University of Pittsburgh • Pittsburgh, PA

6d

About The Position

Research IT is seeking a highly organized and self-directed Administrative & Operations Coordinator to support day-to-day operations and project coordination across a fast-paced portfolio of research technology initiatives. This role is responsible for managing incoming work, maintaining accurate administrative project records, and supporting projects from intake through delivery. The Coordinator will also provide essential project management support, including tracking progress, maintaining documentation, and coordinating with the Technical PM and AD to ensure efficient and timely project execution. This position is ideal for a detail-oriented professional who excels at bringing structure to a dynamic environment.

Requirements

• A High School Diploma or GED is required.
• 3 years of experience required in an office or administrative support role.

Nice To Haves

• A Bachelor's degree is Preferred.
• Preferred experience in a research setting.

Responsibilities

• Monitor the incoming request queue (ticketing system, shared inbox, and other intake channels) and ensure every request is acknowledged promptly.
• Triage and prioritize incoming tickets, gather missing information from requesters, and route work to the appropriate team member or queue.
• Track tickets through their lifecycle, follow up on stalled items, and keep requesters informed of status.
• Organize and maintain billing information for projects, including quotes, invoices, and billing contacts.
• Prepare project quotes per instruction of the Project Management team and gather the approvals and billing details needed before work begins.
• Provide other project support as needed by the Technical Project Manager and the Assistant Director.
• Maintain organized records and documentation: project files, trackers, approvals, and contact lists.
• Schedule and coordinate meetings, take and distribute notes, and follow up on action items.
• Draft, format, and proofread routine correspondence, templates, and documentation for internal and external audiences.
• Follow or support development of standard operating procedures, checklists, and trackers.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED