Research Coordinator

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Applicant Guidance & Information

At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.

Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting to the Principal Investigator, the Research Coordinator will support the day-to-day operation of a research laboratory focusing on research surrounding innervation and tumor immunology cancer research that uses animal models to support ongoing research activities.

The incumbent will be responsible for routine animal care and husbandry duties, including monitoring animal health, coordinating breeding and weaning schedules where applicable, maintaining accurate animal and laboratory records, and liaising with internal animal care facility staff. The incumbent will also support laboratory administration, including managing inventory, ordering supplies, coordinating purchases, and reconciling procurement or credit card transactions. They will maintain financial and operational records, organize meetings, support the Principal Investigator’s schedule and planning needs, and assist with documentation for research, compliance, and lab operations.

Job Description

KEY RESPONSIBILITIES:
• Perform and monitor routine animal husbandry and colony activities, including handling, health checks, breeding and weaning coordination, maintaining up-to-date and accurate animal records (e.g., counts, health status, procedures), managing schedules, and promptly identifying and communicating issues to support research needs.
• Liaise with internal animal care facility staff/department, research personnel, students, and trainees to coordinate animal-related activities, ensure animal needs are communicated as required, and in support of compliance with approved animal use protocols.
• Assist with routine animal care procedures as appropriate as per approved protocols, which may include mice handling, restraint, sample collection support, injections, post-procedure monitoring, and other approved technical procedures.
• Assist the Principal Investigator with research compliance activities by assisting with preparation, tracking, and organization of required documentation, and maintaining lab readiness for inspections, audits, and reviews.
• Support day-to-day laboratory operations, including maintaining lab organization, monitoring equipment and supplies, coordinating repairs or service requests with external vendors, and ensuring laboratory spaces are safe, functional, and appropriately stocked.
• Maintain laboratory inventory systems; assess supply levels; obtain quotes where required in support of the research project and under the direction of the PI; prepare purchase requests; place orders for laboratory, animal care, office, and meeting supplies; follow up on backorders; and confirm receipt of goods.
• Perform procurement and financial administration duties, including tracking purchases, maintaining receipts and records, reconciling procurement card or credit card statements, identifying discrepancies, preparing documentation for approval, and ensuring transactions comply with university and granting agency policies.
• Maintain organized electronic and paper filing systems for purchases, invoices, packing slips, credit card reconciliations, animal records, meeting materials, safety records, and research administration documents.
• Provide administrative support to the Principal Investigator, including calendar management, scheduling, planning meetings, coordinating appointments, preparing agendas, tracking action items.
• Organize meetings, including scheduling, room or virtual platform booking, agenda preparation, document circulation, minute-taking, action-item tracking, and follow-up.
• Assist with travel, event, visitor, seminar, and research-planning coordination as required, including coordinating schedules, preparing itineraries, arranging accommodations or registrations, and maintaining related records.
• Encourage safety and compliance in the laboratory and animal facility by following approved SOPs, using appropriate safety practices, supporting proper waste disposal, and guiding lab users on routine administrative or procedural requirements.
• Assist with onboarding and orientation of students, trainees, and new lab members by providing information on ordering processes, meeting schedules, record-keeping expectations, safety documentation, animal facility coordination, and routine lab procedures.
• Other duties as required in support of the research laboratory.

REQUIRED QUALIFICATIONS:
• A three-year post-secondary program in a relevant field such as animal care, veterinary technology or a related field is required.
• A University degree in a relevant field would be considered an asset.
• Two to three years of related experience in a research, laboratory, animal care, veterinary, university, hospital, or similarly complex administrative environment is required.
• Previous experience with routine animal care, animal husbandry, animal facility coordination, or laboratory animal record keeping is required.
• Previous experience with administrative processes such as ordering, inventory management, scheduling, record keeping, reconciliation, or financial documentation.
• Experience using electronic databases, spreadsheets, calendar systems, and administrative software.
• Familiarity with University policies, research administration, granting agency requirements, animal care protocols, procurement systems, or financial reconciliation processes would be considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Respects diversity and promotes inclusion in the workplace.
• Ability to handle animals carefully and ethically in accordance with approved protocols, institutional requirements, and animal care standards.
• Strong organizational skills, with the ability to manage multiple priorities, coordinate schedules, meet deadlines, and adapt quickly to changing research and administrative needs.
• High degree of accuracy and attention to detail in record keeping, animal documentation, ordering, financial reconciliation, meeting notes, scheduling, and compliance-related work.
• Ability to maintain confidentiality and exercise discretion when handling financial information, personnel matters, research information, calendar details, and sensitive laboratory or administrative issues.
• Strong interpersonal and communication skills, both verbal and written, with the ability to interact professionally with faculty, staff, students, trainees, vendors, collaborators, animal care staff, and administrative offices.
• Ability to work independently and as part of a team, using sound judgment to determine priorities and seek direction when needed.
• Knowledge of laboratory safety procedures, SOPs, animal care documentation, hazardous waste procedures, and routine compliance requirements.
• Ability to use computer applications required for scheduling, procurement, reconciliation, inventory management, document preparation, spreadsheets, databases, and communication.
• Ability to organize meetings, prepare agendas, record minutes, track action items, and follow up with appropriate individuals.
• Problem-solving skills to identify routine operational, scheduling, ordering, animal care, or administrative issues and determine appropriate next steps.
• Ability to support the Principal Investigator’s planning needs by coordinating information, timelines, meetings, documentation, and follow-up.
• Ability to maintain effective filing systems and ensure records are complete, current, and accessible.

DECISION MAKING:
• Decide how to prioritize competing animal husbandry, laboratory, ordering, scheduling, meeting, and administrative tasks to ensure deadlines are met and research activities are supported.
• Determine when animal-related concerns, colony issues, supply shortages, scheduling conflicts, compliance matters, or financial discrepancies should be escalated to the Principal Investigator, animal care staff, senior laboratory personnel, or administrative offices.
• Decide how to organize and maintain animal records, purchasing records, meeting materials, credit card reconciliation documentation, and laboratory administrative files to ensure accuracy and accessibility.
• Determine appropriate timing for routine orders by monitoring inventory levels, anticipated research needs, vendor timelines, and available budget or account information.
• Identify discrepancies in purchase records, receipts, packing slips, invoices, or credit card statements and determine appropriate steps to resolve routine issues or escalate more complex matters.
• Decide how to respond to routine inquiries from lab members, collaborators, vendors, administrative offices, and animal care staff, and determine when inquiries should be redirected to the Principal Investigator or other appropriate personnel.
• Determine appropriate meeting coordination, including scheduling, agenda preparation, document circulation, minute-taking, and follow-up, based on the nature and priority of the meeting.
• Decide how to adjust schedules, meetings, animal-related timelines, or ordering priorities when circumstances change, while minimizing disruption to research activities.
• Determine whether laboratory equipment, supplies, or administrative systems require repair, replacement, reordering, or follow-up with vendors or University service units.
• Determine when routine procedures fall within established SOPs and approved protocols, and when direction is required before proceeding.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.