Research Development Associate

About the role

Job Summary The Research Development (RD) Associate is responsible for the technical and administrative support of the RD team. This includes overseeing administrative activities such as calendaring, meeting booking, and data reporting, as well as the planning, organizing, implementation, and support of research conferences, workshops, and other events for external domestic and international attendees hosted or sponsored by faculty in the College of Engineering. For technical and administrative support, the RD Associate will support an array of activities that require subject matter knowledge to administer the RD program in an efficient and effective manner. This includes scheduling, communications, documentation and reporting, process improvements, and vendor management. For research events, the RD Associate is responsible for working with the college events coordinator to manage events from beginning to end - on time, on budget, and delivering event logistics that provide a positive brand experience to attendees. This position requires strong time management and multitasking skills, with the ability to complete various overlapping tasks to meet critical deadlines across multiple complex projects. The position requires occasional night and weekend work and may require travel. Key Responsibilities & Accountabilities: 1. Event Administration Update and maintain a master event calendar that includes both upcoming and historical records of events and meetings Develop and maintain event template materials including budgets and to-do lists/task planners Serve as a resource on event planning and execution for other college staff responsible for event planning when needed 2. Research Event Oversight Serve as event logistics lead to advise and recommend specific courses of action to achieve event goals in partnership with faculty organizer(s) and event specialist. May require research, site visits, and other independent advanced planning, including for events across the Northeastern campus network. Logistics for each event include but are not limited to: Financial management - preparation of an approved budget, requesting of budget index, tracking and monitoring of event-related income including sponsorship invoicing and expenses, coordination of a paid registration platform if appropriate, participant reimbursements, and liaising with college/university financial staff Procurement & vendor management - identification of vendors, contract negotiations and processing, and ensuring all proper procurement processes are followed pertaining to competitive bids, insurance, contracts, and payments Technology management - website development and maintenance, non-paid registration or other forms as appropriate, virtual attendance technology, and audiovisual/lighting event needs Event production & management - all onsite event aspects to ensure a positive organizer and guest experience, including catering, space booking and layout, security, hotel blocks, transportation, décor, signage and print materials, promotional items, day-of registration and guest support, and post-event breakdown Event promotion as appropriate, in collaboration with marketing and communications colleagues Post-event management - finalizing all event expenses, reconciling credit card and other charges against the account, and closing the account in collaboration with college financial staff 3. RD Administrative Support & Data Reporting Manage meetings and calendaring for the team, including Research Affairs Committee (RAC) scheduling, RD intake sessions, industry partnership meetings, and other calendaring as needed Maintain the RD SharePoint site Manage vendor contracts and payments Support data reporting and analysis, including: Routine reporting (monthly, quarterly, and annual as determined) on research funding by department and campus, and individual faculty research activity to the RD team, RAC, and college leadership One-off reporting as requested Development of new report tools, templates, and data collection vehicles in addition to maintaining existing reports Support other special projects as needed