Research Operations Coordinator

Research IT is seeking a highly organized and self-directed Administrative & Operations Coordinator to support day-to-day operations and project coordination across a fast-paced portfolio of research technology initiatives. This role is responsible for managing incoming work, maintaining accurate administrative project records, and supporting projects from intake through delivery. The Coordinator will also provide essential project management support, including tracking progress, maintaining documentation, and coordinating with the Technical PM and AD to ensure efficient and timely project execution. This position is ideal for a detail-oriented professional who excels at bringing structure to a dynamic environment.

Ticket triage and intake coordination
•Monitor the incoming request queue (ticketing system, shared inbox, and other intake channels) and ensure every request is acknowledged promptly.
•Triage and prioritize incoming tickets, gather missing information from requesters, and route work to the appropriate team member or queue.
•Track tickets through their lifecycle, follow up on stalled items, and keep requesters informed of status.
Project billing & coordination
•Organize and maintain billing information for projects, including quotes, invoices, and billing contacts.
•Prepare project quotes per instruction of the Project Management team and gather the approvals and billing details needed before work begins.
•Provide other project support as needed by the Technical Project Manager and the Assistant Director.

Administrative & operational support
•Maintain organized records and documentation: project files, trackers, approvals, and contact lists.
•Schedule and coordinate meetings, take and distribute notes, and follow up on action items.
•Draft, format, and proofread routine correspondence, templates, and documentation for internal and external audiences.
Process & organization improvement
•Follow or support development of standard operating procedures, checklists, and trackers.

A High School Diploma or GED is required for this position and a Bachelor's degree is Preferred. 3 years of experience required in an office or administrative support role. Preferred experience in a research setting.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.