Research Operations Coordinator (CAS)

Job Requisition:

JR101732 Research Operations Coordinator (CAS) (Open)

Job Posting Title:

Research Operations Coordinator (CAS)

Department:

CC00064 WM001 | CAS | Dean of Arts & Sciences Office

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Boswell Hall Rm 305

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

The Research Lab Operations Coordinator provides centralized administrative, financial, and operational support to multiple faculty-led research labs within the College of Arts & Sciences. This role serves as a key liaison between Principal Investigators (PIs), the Office of Sponsored Programs (OSP), and other administrative units across the university.

The position is responsible for coordinating financial management, supporting grant administration across the full lifecycle, and ensuring efficient day-to-day research operations. This role requires strong attention to detail, the ability to manage competing priorities, and a high level of collaboration across departments.

Job Description:

Required Qualifications

• Bachelor’s degree or an equivalent combination of education and relevant experience.

• Demonstrated experience in administrative, financial, or operational support roles.

• Familiarity with grant management and sponsored programs processes.

• Experience tracking budgets, processing transactions, or managing financial data with a high level of accuracy.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), including ability to manage and analyze data.

• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.

• Excellent written and verbal communication skills, with the ability to work effectively with faculty, staff, and administrative offices.

• Ability to interpret and apply policies and procedures related to finance, procurement, and/or sponsored programs.

• Strong attention to detail and commitment to accuracy and compliance.

Preferred Qualifications

• Experience working in higher education, research administration, or academic environments.

• Experience working with sponsored programs, grants management, or compliance requirements.

• Knowledge of pre-award and post-award grant administration processes.

• Experience with financial systems, reporting tools, or enterprise systems (e.g., Workday, buyW&M, etc.).

• Experience supporting multiple stakeholders or units in a shared services or centralized support model.

• Experience coordinating international procurement or working with complex purchasing processes.

• Familiarity with cost-share tracking, effort reporting, or payroll accounting adjustments.

• Ability to develop financial reports, dashboards, or data summaries for decision-making.

Conditions of Employment: 

• This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act.

• All hourly employees are subject to the limitations of the Virginia Manpower Control Program and total hours worked may not exceed, on average, 29 hours per week, over the course of a twelve-month period beginning May 1 each year.

For full consideration, submit your resume and cover letter by the priority review date of 6/8/2026.

Compensation: Up to $48,000 commensurate with experience

Duties

40% - Financial Management

• Monitor and track research budgets across multiple labs and funding sources.

• Prepare and distribute monthly financial dashboards and reports for PIs.

• Process expenditures, including subscriptions, business meals, and travel reimbursements.

• Ensure compliance with institutional, sponsor, and regulatory guidelines.

• Track cost-share commitments and initiate payroll accounting adjustments.

• Support financial closeout procedures for grants and projects.

• Ensure proper stewardship and documentation of financial resources.

• Manage and reconcile foundation (local) funds.

30% - Research Administration Support (Pre-Award & Post-Award)

• Support budget review process for proposal preparation in coordination with PIs and OSP.

• Support post-award activities in coordination with PIs and OSP.

• Facilitate grant extensions and closeout procedures in coordination with OSP.

• Serve as a liaison between PIs and the Office of Sponsored Programs.

20% - Operations & Logistics

• Coordinate operational needs across multiple research labs.

• Support international procurement processes and facilitate transactions.

• Liaise with campus units such as Financial Accounting, Procurement, and OSP.

• Maintain organized records of financial, grant, and operational documentation.

• Identify and implement process improvements to increase efficiency across labs.

10% - Communications & Coordination

• Serve as a central point of contact between PIs, CAS, and administrative offices.

• Communicate financial updates and administrative guidance to PIs.

• Coordinate information flows across multiple stakeholders and departments.

• Support reporting and assessment efforts through data collection and organization.

Additional Job Description:

Job Profile:

JP0091 - Administrative & Office Specialist III - Nonexempt - Salary - S06

Qualifications:

Compensation Grade:

S06

Recruiting Start Date:

2026-05-19

Review Date:

2026-06-08

Position Restrictions:

Continuing E&G funded position and not term-limited

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Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.