Job Description

Post: Research Centers Specialist
Position Summary
The Research Centers Specialist is responsible for a variety of administrative tasks within the Office of the Associate Vice Chancellor for Research (AVCR) and the Associate Vice Chancellor for Research Infrastructure (AVCRI), with a focus on supporting the administration of the six Research Centers. This includes, but is not limited to: organizing meetings and logistics, welcoming and assisting university guests, processing invoices and payments, managing data entry and spreadsheets, helping prepare reports and presentations, coordinating office events, maintaining records, and addressing general inquiries. The role requires a high level of initiative, proactivity, and the ability to deliver results independently.
Job Responsibilities
Office Support

• Oversee the smooth functioning of the AVCR and AVCRI offices; maintain efficiency by planning and coordinating daily operations, overseeing various administrative tasks, and supporting the effective functioning of the Research Centers.
• Process the preparation and approval of travel arrangements, expense reports, and other administrative documentation for the AVCR, AVCRI, and Research Center Directors.
• Provide logistical and administrative support for the Research Centers.
• Perform basic compliance checks on research applications from faculty and staff researchers affiliated with the Research Centers.
• Manage and maintain the calendars and daily schedules of the AVC and Research Center Directors.
• Serve as the primary point of contact for the Research Centers and the AVC's office.
• Draft, review, and disseminate official communications on behalf of the AVCR, AVCRI, and Research Center Directors.
• Help track and maintain key performance indicators (KPIs) for research and research infrastructure.

Meetings and Events

• Coordinate internal and external meetings and special events hosted by the Research Centers.
• Prepare agendas, meeting minutes, and follow-up action items.
• Coordinate logistics, including venue reservations, catering, and technical support.
• Provide logistical support for international and local guest speakers and researchers visiting the campus.
• Collaborate with the Strategic Communication & Marketing team to publicize Research Center events, update the research website, and manage the Research Centers' LinkedIn pages.

Finance and Budget

• Submit purchase requests in Banner.
• Manage office supply inventory, office budget, expenses, and financial records.
• Monitor expenditures and generate budget reports to ensure compliance with institutional policies.
• Ensure timely approval of purchase orders by the Research Center Directors.
• Process financial transactions, including purchase orders, reimbursements, and vendor payments.
• Assist in preparing, managing, and tracking budgets for the Research Centers and the AVC's office.
• Assist in financial forecasting and resource allocation.

Data Management and Reporting

• Maintain records of Research Centers' activities, highlights, achievements, and other relevant reports.
• Coordinate with and assist the Research Center Directors in gathering data for report and presentation preparation.
• Maintain and update center-related documentation, policies, and communication materials.
• Maintain confidential files, records, and documents, ensuring accuracy and accessibility.
• Maintain records of equipment and space used by the Research Centers.

Qualifications and Skills Required

• Bachelor's degree or higher.
• Proven experience in administrative roles, preferably within a research or academic environment.
• Exceptional organizational and time-management skills.
• Professional demeanor with strong communication and interpersonal skills.
• High attention to detail, particularly in preparing and maintaining accurate records.
• Discretion and the ability to handle sensitive information with confidentiality.
• Proficiency in Microsoft Office, Adobe Acrobat, and Google Suite.
• Fluency in English.
• Proactive and self-motivated, with a strong sense of initiative.
• Excellent interpersonal skills and the ability to work effectively with diverse teams.
• Adaptability to shifting priorities and deadlines in a fast-paced environment.
• Commitment to supporting AUS's research and research infrastructure mission and strategic objectives.

How to Apply

• Interested applicants should fill out the

. * AUS alumni are encouraged to apply. Applicants who do not meet specified requirements will not be shortlisted. Only shortlisted candidates will be contacted.

• AUS is an equal opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, gender, religion, national origin, disability or marital status. Opportunities for employment are based solely upon one's qualifications.