Research Operations Coordinator

6 days ago

Kelburn, New Zealand Victoria University of Wellington Full time

Do you have excellent organisational, communication and influencing skills?
- Are you a motivated coordinator who enjoys variety, shows initiative and is keen to develop?
- Have you previously coordinated complex operational processes in a large or fast paced environment?

**Kōrero mō te tūranga - About the role**

You’ll be part of the operational backbone in Te Kōhure - Research Office, helping to manage workflows for external research grants, coordinating end‑to‑end processes across either the Contracts or Funding stream and working closely with our Systems team. This is a great opportunity for an organised, motivated coordinator who enjoys variety, shows initiative and is keen to develop. You’ll build breadth across operations and, within defined parameters, provide cover for Research Funding and Contracts Advisers when colleagues are away - growing your capability while keeping services running.

Key responsibilities:

- Coordinate end‑to‑end contract delivery - from preparation for signature and subcontract/variation setup to milestone tracking, and close‑out - ensuring accurate records, on‑time obligations, and seamless engagement with researchers and partners.
- Provide Adviser cover: When Research Funding and Contracts Advisers are away, progress routine contracts or funding tasks, keep stakeholders informed, and escalate non-standard matters appropriately - maintaining continuity of service while developing your skills.
- Drive consistency and efficiency by managing shared inbox workflows, keeping templates and process documentation current, and identifying practical digital improvements that simplify tasks and reduce turnaround times.

**Ō pūmanawa - About you**

You will be a motivated, systems‑savvy coordinator who brings strong attention to detail and thrives on running clear, reliable processes. You’re comfortable taking ownership of tasks, working collaboratively across teams, and keeping things moving. You’re keen to broaden into Adviser responsibilities and ready to provide cover when needed. With a continuous‑improvement mindset, you document clearly, standardise where possible, and help others adopt better ways of working.

Key requirements:

- Demonstrated experience coordinating complex operational processes in a large or fast paced environment, with clear service expectations and strong data integrity.
- Confidence using University business systems and managing data quality; experience with research management platforms is an advantage.
- Excellent organisational, communication and influencing skills, with a track record of managing competing priorities and meeting deadlines.
- Sound judgement within policy, including knowing when to seek guidance on exceptions.
- Continuous improvement mindset with examples of standardising workflows, maintaining templates/documentation, and reducing error or cycle time.
- Readiness to step into peer/adviser tasks when needed, showing adaptability and a growth mindset.

**Close date for vacancy**:26 September 2025.

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