Operations Coordinator, Research Office
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Job Location:
Wellington - New Zealand
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Department:
Job Summary
- Are you an experienced administrator who thrives in a busy office environment and enioys coordinating operational processes
- Have you got excellent organisational communication and influencing skills and can manage complex workflows
- Do you enjoy variety show initiative and are keen to develop
Krero m te tranga - About the role
TeHerenga Waka - Victoria University of Wellington is currently recruiting for two new Research Operations Coordinators to join Te Khure - Research Office in a permanent full-time role based at our Kelburn Campus. There are two roles and you can apply to be considered for both but if you have a preference please indicate whether it is for the Contracts or Funding role.
Youll be part of the operational backbone inTe Khure- Research Office helping to manage workflows for external research grants coordinating endtoend 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. Youll 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 and qualitycontrol key workflow stepsacross our research management systems ensuring accurate records timely progress of applications and reports and adherence to University policies and funder requirements.
- Coordinate endtoend contract delivery - from preparation for signature and subcontract/variation setup to milestone tracking and closeout - ensuring accurate records ontime obligations and seamless engagement with researchers and partners.
- Manage the flow of funding applications through our systems ensuring records are accurate and complete maintain qualityassurance checklists and coordinate key funderportal tasks such as registrations invitations and document uploads so submissions meet requirements and deadlines.
- 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.
pmanawa - About you
You will be a motivated systemssavvy coordinator who brings strong attention to detail and thrives on running clear reliable processes. Youre comfortable taking ownership of tasks working collaboratively across teams and keeping things moving. Youre keen to broaden into Adviser responsibilities and ready to provide cover when needed. With a continuousimprovement 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.
Role Description: If this link is not available click apply to view this on the University careers page.Click here to see further information including salary details.
Close date for vacancy:26 September 2025.
Contact details for vacancy:If you have any questions regarding this role please get in touch with Dan Thompson ().
How to apply:Please ensure you are applying for this role directly on our careers page and not via email. Candidates must submit supporting documents along with their resume such as a cover letter.
We can only consider applicants who are citizens or residents of New Zealand or Australia or on a current working visa. Applications will be reviewed as they are received and we may progress with suitable applicants prior to the application closing date. Applications from recruitment agencies are not accepted.
Required Experience:
IC
Key Skills
- Office Manager Experience
- Microsoft Office
- Customer Service
- Computer Skills
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Medical office experience
- Office Experience
- Front Desk
- Microsoft Excel
- Administrative Experience
About Company
Mō Te Herenga Waka - About Our University Te Herenga Waka - Victoria University of Wellington is renowned for its high-quality research and exceptional teaching. We attract people from around the world. Our university campus spans Te Whanganui-a-Tara Wellington - the creative, scienti ... View more
