"Research Operations Coordinators"

Job Description:

• 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

Te Herenga Waka - Victoria University of Wellington is currently recruiting for two new Research Operations Coordinators to join Te Kōhure - 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.

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 and quality-control key workflow steps across our research management systems, ensuring accurate records, timely progress of applications and reports, and adherence to University policies and funder requirements.
• 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.
• Manage the flow of funding applications through our systems, ensuring records are accurate and complete, maintain quality-assurance checklists, and coordinate key funder-portal 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.

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.

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 (dan.thompson@vuw.ac.nz).

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.