Operations Coordinator

Job Description

The Human Neuroimaging Center at the University of Notre Dame is seeking a highly organized and service-oriented Operations Coordinator to support the Center’s administrative, financial, and participant coordination needs. This role serves as a central point of coordination for research operations and works closely with faculty investigators, research staff, students, and external participants to ensure efficient, professional, and compliant support of the Center’s research mission.

This is a four-year, limited-term position. Contingent on funding, the position may be extended.

About the Position:

The Operations Coordinator provides comprehensive operational and administrative support for the Human Neuroimaging Center. Responsibilities include coordinating complex schedules, supporting financial and grant-related processes, maintaining organized records, and overseeing participant recruitment and communications. This role ensures that research studies are supported efficiently, financial resources are tracked accurately, and compliance requirements related to human subjects research are consistently maintained.

The position requires collaboration with multidisciplinary teams across the University and regular interaction with research participants. The Operations Coordinator contributes to a welcoming, professional environment while upholding University policies, regulatory standards, and confidentiality requirements.

Key Responsibilities:

Administrative & Operational Support

• Provide general administrative support for the Human Neuroimaging Center, including scheduling, correspondence, records management, and meeting coordination.
• Serve as a point of contact for faculty, research staff, students, and external stakeholders.
• Manage complex scheduling for faculty, research staff, research participants, and shared Center resources, including calendars, study visits, and space usage.
  Maintain organized electronic and physical files related to Center operations and research projects.
• Work collaboratively with faculty investigators, research coordinators, and Center staff to support ongoing studies.
• Assist with onboarding and administrative support for students and research personnel.
• Contribute to a welcoming and professional environment for research participants and visitors.

Participant Recruitment & Coordination

• Oversee recruitment of research participants for neuroimaging studies using approved methods and materials.
• Serve as a primary point of contact for participants, providing clear communication regarding study procedures, scheduling, and compensation.
• Schedule participant visits and coordinate logistics with research staff and imaging personnel.
• Maintain accurate participant records while ensuring confidentiality and adherence to IRB-approved protocols.
• Assist with participant payments and required documentation in accordance with University policies.

Budget Support

• Oversee and lead the Center’s budget forecasting process and collaborate closely with the College finance team on financial strategy.
• Conduct monthly budget reviews and monitor research and operational accounts.
• Track spending across restricted and discretionary accounts, including grants, endowments, and faculty research funds.
• Provide stewardship reporting and serve as a liaison to the College’s development officer.
• Prepare financial reports and provide key financial information to the Center Director and Department Chair.
• Support preparation of financial documentation for grant reporting and audits as needed.

Compliance & Documentation

• Support compliance with Institutional Review Board (IRB) requirements and human subjects protections by maintaining documentation and tracking approvals.
• Assist research staff with accurate recordkeeping and consent documentation.
• Follow established procedures to ensure data privacy, participant confidentiality, and regulatory compliance.

Qualifications

Required

• Associate’s degree or Bachelor’s degree, or equivalent combination of education and experience.
• Experience in administrative support, office management, or program coordination.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Professional communication skills and comfort interacting with diverse populations.
• Proficiency with standard office software and data tracking tools.

Preferred

• Experience supporting grant-funded programs or academic research environments.
• Familiarity with budget tracking, financial systems, or expense reconciliation.
• Experience with participant recruitment or human subjects research.
• Knowledge of IRB processes or compliance requirements.
• Demonstrated ability to handle confidential information with discretion.

Additional Information

• Application Deadline to Apply: April 12, 2026
• Hiring Pay Range: Up to $27.50/hour
• Required Application Materials: Resume and cover letter
• Term: Four-year, limited-term. Contingent on funding, the position may be extended.

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.