Research Administration Executive -

Role Summary

The role involves maintaining accurate records and trackers, carrying out administrative and data checks, coordinating documentation and submissions, monitoring deadlines, following up on outstanding actions, and supporting the day-to-day operation of RPMO's research administration functions.

The successful candidate should be meticulous, proactive, organised and comfortable working with data, Microsoft 365 applications and AI productivity tools. The candidate should be able to handle multiple concurrent tasks, identify discrepancies, follow matters through to completion and work effectively with researchers and internal stakeholders.

Key Responsibilities:

Publications Administration

• Support publication submissions, verification, tracking and records.

• Follow up on incomplete submissions and publication-related administrative matters

Systems and Data Administration, Reporting, Documentation and Operational Support

• Maintain RPMO records, SOPs and documentation across network folders, SharePoint and other systems, and monitor deadlines and outstanding actions.

• Perform data checks, reconciliation and follow up on discrepancies.

• Assist with user account, access and system administration matters where assigned.

• Compile reports, summaries, correspondence and presentation materials.

• Use Microsoft 365 and AI tools to improve and automate administrative processes.

Technology Disclosure and Research Administration Support

• Support the administration of Technology Disclosure submissions, including completeness checks, inventor declarations, endorsements, coordination and scheduling of evaluation sessions, and follow-ups.

• Maintain accurate TD submission, evaluation and outcome records, and handle confidential/IP-sensitive information appropriately.

• Provide administrative support for other research governance, IP and compliance matters under RPMO.

Grant Call and Proposal Administration

• Support grant-call dissemination, proposal submissions and internal clearance.

• Check proposals, budgets and supporting documents for completeness and consistency.

• Track deadlines and follow up on outstanding requirements.

• Maintain accurate application and submission records.

Research Project Administration

• Support project initiation, changes/variations, ongoing administration, reports verification and closure.

• Collate Letters of Award, agreements, approved proposals, budgets and supporting documents.

• Maintain project records and supporting documentation in relevant systems and folders.

Requirements:

. Diploma or higher qualification in Business Administration, Management, Science/Engineering Administration, or a related discipline.

. Proficient in Microsoft 365, particularly Excel, Word, PowerPoint, Outlook and Teams familiarity with SharePoint is advantageous.

. Comfortable using AI productivity tools such as Microsoft Copilot, with ability to review outputs for accuracy.

. Meticulous, organised and proactive, with strong attention to detail and follow-through.

. Able to work independently, manage multiple tasks and deadlines, and follow through on outstanding matters.

. Good written and verbal communication skills, with the ability to work effectively with researchers and stakeholders.

. Comfortable handling data, policies, guidelines and administrative requirements.

. Able to handle confidential and sensitive research information appropriately.

Preferred Attributes

1. Accuracy and meticulousness

2. Initiative and follow-through

3. Good Excel and Microsoft 365 skills

4. Ability to learn new systems and AI tools quickly

5. Comfort working with numbers, documents and detailed requirements

6. Ability to manage competing deadlines

7. Good written communication

8. Ability to work independently and collaboratively across cross-functional teams.