Research Laboratory Administrative Coordinator
Requisition Number: 68422
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 07-Nov-2025
Date Posted:
Job Summary
This position supports the professional administrative and academic needs of Dr. Matt Eichenfield, the Karl Gustafson Endowed Chair of Quantum Engineering, and his research team in the Department of Electrical, Computer & Energy Engineering. Responsibilities include high level administrative support for sponsored research and grant administration, policy development, procurement, travel arrangement and expense reimbursements. This position will provide direct support to Dr. Eichenfield's research laboratories and personnel, including ordering equipment and materials, assisting in facilitating laboratory operational needs, onboarding new personnel, and coordinating other research program activities. The position serves as the main point of contact for the research team to internal and external program/contracts, including but not limited to, national laboratories, sponsors, industry partners, faculty, research staff, students, College departments and other PIs. This position will act on behalf of Dr. Eichenfield to professionally, accurately and articulately represent, communicate and implement priorities and mission in both domestic and international settings.
CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.
Who We Are
ECEE at CU Boulder is an outstanding undergraduate and graduate program in Colorado by reputation, rankings and size! We are also:
Part of one of the top-ranked engineering schools in the nation.
Our undergraduate electrical engineering program was ranked No. 16 among our public peers in U.S. News and World Report's Best Engineering Programs for 2024.
We are ranked No. 16 among public computer engineering programs and No. 17 among public electrical engineering programs in U.S. News and World Report's Best Graduate Schools for 2024.
What Your Key Responsibilities Will Be
Administrative Support Duties:
Provides professional administrative support to PI and his research laboratory group. Responsibilities include logistics and event planning, scheduling, and coordination for activities in support of research functions and research support tasks.
Manages PI calendar.
Maintain and monitor various calendars related to project deadlines, target goals, reporting, and other aspects of research projects/contracts.
Coordinate separate calendar for proposal activities and deadlines.
Review and maintain the PI website to ensure it is updated and current.
Facilitate and support effective and timely communication with both internal and external parties, collaborators, and sponsors in academic and research matters. demonstrating the ability to identify resources to obtain and then share correct information in response to inquiries from numerous related sources.
Schedule meetings and events which may involve coordination of facilities, as well as multiple participants both internal and external to the university.
Compose professional correspondence (letter, memo, reports, emails, etc.) and other communications to both internal and external parties (i.e.: other faculty, industry partners, sponsors, funding agencies, customers and collaborators).
Understand the complexity of a large multi-faceted research program.
Update PI activities in CV to support Pl's annual reviews.
Handle confidential information with discretion.
Grant and Research Project Administration:
Gather and prepare data, information, and supporting documents for use in publications, grant reports, proposals and presentations; record meeting minutes. Ensure data and information is timely, complete and accurate.
Works cooperatively with Principal Investigator (PI) and departmental staff, as well as other campus departments and personnel (such as Sponsored Projects Accounting (SPA), Office of Grants and Contracts (OCG), and Procurement Service Center (PSC)).
Coordinate with internal and external partners regarding deadlines, timelines, and budgets.
Monitor budgets to ensure allocations are not overspent and effort is allocated appropriately at the direction of the Pl.
Serve as Pl-delegate with timely verification and validation of all effort reports related to research student and staff employees.
Maintain group equipment inventory and track equipment locations within the College buildings/labs.
Procurement & Travel Liaison:
Purchases goods and services using procurement card, purchase orders, or payment vouchers, and tracks delivery of goods and services.
Works with department finance staff to ensure costs of goods and services are reasonable, appropriate, allocable and within compliance.
Monitors and reconciles procurement card expenses, assuring appropriate receipts and documentation are provided and manages the preparation of reports.
Reviews outstanding expense reports and follows-up with cardholders to ensure that the report is submitted on time, avoiding any penalties from the Procurement Services Center (PSC).
Arrange and coordinate travel for PI, students and support personnel in accordance with university procedures while using Concur and Marketplace to process transactions. This includes airfare, hotel, transportation, registration, etc. for conferences, events, seminars, and training.
Handles travel reconciliation expense reports and reimbursements using the Concur Travel and Expense System. This includes collecting and uploading receipts, assigning expenses to appropriate speed@types, creating reports for cardholders to approve, etc.
Assist new employees in obtaining travel cards and provide PI, students and support personnel with interpretation of travel policies and rules.
Ensure travel and expense reimbursements follow department, university, state and federal government policies and regulations, that all accounts have sufficient funds, and reimbursements are applicable and allowable.
Stay abreast of changes to changing rules impacting university travel (i.e., reimbursable mileage rates), and disseminate changes to research group travelers.
Other:
Undertakes other duties and responsibilities as assigned.
Stays apprised and current on relevant University and State of Colorado policies and procedures.
Participates in professional development activities and serves on unit, college, or campus committees as applicable.
Recommends and implements process improvements to increase department efficiency.
What You Should Know
This position may be eligible for a hybrid work modality, consistent with the College of Engineering and Applied Science Hybrid Work Policy .
What We Can Offer
The starting salary is $60,000 annually. Relocation assistance is available within CEAS guidelines.
Benefits
At the University of Colorado Boulder (https://www.colorado.edu/) , we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package (https://www.colorado.edu/jobs/benefits) includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County's largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. Explore additional perks and programs through the CU Advantage (https://advantage.cu.edu/campus/cu-boulder) program.
Be Statements
Be resourceful. Be impactful. Be Boulder.
What We Require
Bachelors Degree from an accredited university, or equivalent combination of education and experience.
Two years of relevant experience, which should include administrative work in an educational research environment.
What You Will Need
Demonstrated effectiveness in written and oral communications, collaboration, and problem solving.
Demonstrated understanding and application of internal accounting control principles.
Demonstrated effectiveness in written and oral communications, collaboration and problem solving.
High-level computer skill proficiency in Microsoft Office Suite (Word, Excel, Outlook) and databases.
Ability to work independently and as a team member.
Ability to collect and present clear data and explain processes to faculty, staff, and students.
Demonstrated ability to establish and maintain effective and trusting working relationships with faculty, administrators, and staff.
Special Instructions
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Research-Laboratory-Administrative-Coordinator/68422 (https://apptrkr.com/6710120)
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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.
