Department:

Comprehensive Integrated Research Operations (CIRO)

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Administration

Position Title:

Research Operations Coordinator - Comprehensive Integrated Research Operations (CIRO)

Job Family Group:

Professional Staff

Job Description Summary:

This position will play a key role in the recruitment and onboarding of research faculty and staff, supporting the growth of the institution’s research initiatives. The incumbent will facilitate the hiring process for research faculty, ensuring timely and accurate application processing, coordination of interviews, support for site visits, management of logistical arrangements, as well as onboarding processes. This position will enhance recruitment procedures in coordination with central HR, handle confidential information with discretion, and deliver exceptional customer service.

Job Description:

Job Responsibilities

• Lead the coordination of the faculty and staff hiring process for research positions in departments supported by CIRO. Collaborate with Central HR to manage job postings, Workday processes, budget confirmations, and candidate tracking, ensuring that all steps align with institutional policies and timelines.

• Independently oversee the department’s faculty and staff application process, ensuring timely and accurate submission of required documents (CVs, cover letters, references). Exercise discretion in assessing completeness and resolving any discrepancies.

• Serve as the primary point of contact for search committees and departmental leaders, coordinating and scheduling interviews, organizing candidate presentations, and ensuring all materials are prepared. Use sound judgment to document processes in Workday and collect feedback from interviewers.

• Manage faculty and staff recruitment site visits, including booking travel, creating comprehensive itineraries, organizing lectures and meals, tracking expenses, and submitting reimbursements as needed. Provide on-the-ground logistical support, addressing any issues promptly to ensure a positive candidate experience.

• Build and maintain strategic relationships with external partners, including academic institutions, professional organizations, and vendors, to enhance department’s recruitment efforts. Use discretion in managing these relationships to benefit the department’s goals.

• Oversee and continuously improve the faculty and staff applicant tracking and onboarding departmental systems, ensuring accuracy, efficiency, and compliance with institutional policies. Make recommendations for process improvements based on data analysis and feedback.

• Coordinate with internal/departmental stakeholders to facilitate a smooth transition for new hires, including preparing onboarding materials, scheduling orientation sessions, and arranging introductions to key personnel.

• Develop and implement a departmental offboarding process for departing faculty and staff, ensuring all institutional requirements are met and providing a seamless experience.

• Evaluate and enhance recruitment processes on an ongoing basis, making recommendations for improvements that increase efficiency, effectiveness, and candidate experience.

• Exercise a high level of discretion and judgment in preparing reports, handling confidential information, and providing internal and external customer support.

• Collaborate with departmental leadership to update and maintain recruitment resources on the CIRO SharePoint, ensuring that materials are current and accessible.

• Provide cross-functional support within the department, offering expert guidance on recruitment, onboarding, and offboarding procedures. Act as a key resource for operational improvement initiatives.

• Perform additional duties as assigned by CIRO leadership, using discretion and independent judgment to prioritize tasks and meet departmental goals.

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment

Work is normally performed in a typical interior work environment which does not usually subject the employee to any unpleasant elements.

Required Qualifications

Education:

• Bachelor’s degree or relevant experience may be substituted for education on a year-for-year basis.

Work Experience:

• Minimum two (2) years of experience in administrative office.

• Experience providing excellent customer service.

Preferred Qualifications

Education:  Master’s degree

Work Experience:

• Proficiency with Workday

• Familiarity with business technology tools (e.g., Teams/Slack, SharePoint, ServiceNow, Monday, MS Project, Emma)

• Proficiency in Microsoft Suite

• Experience supporting faculty and staff in a university or large academic institution.

Skills

• Proven experience in administrative or coordinator roles, with discretion in handling confidential information.

• Demonstrated initiative, independent judgment, problem-solving, and decision-making within established policies.

• Proven ability to meet deadlines and prioritize tasks.

• Excellent written and verbal communication skills.

• Strong customer service orientation, with the ability to build and maintain positive relationships with stakeholders.

• Strong organizational and time management skills, with the ability to handle multiple tasks and events simultaneously.

• Competent in Microsoft Office Suite and able to maintain detailed records and documentation.

• Collaborative team player with a proactive approach to identifying and implementing improvements.

Required Documents

• Resume

• Cover Letter

Comprehensive Benefits Package:

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:

$26.13 - $39.20

Minimum

$26.13

Midpoint

$32.67

Maximum

$39.20