Lab Operations Coordinator
Apart Research
📍Remote (Global) 🕔 Part Time (16-24 hrs/week)
💼 Contract 🔄 Rolling Applications
We're seeking a Lab Operations Coordinator to ensure Apart Lab runs smoothly and is able to continue to scale efficiently. You'll manage the operational details that enable our research teams to focus on their work, from onboarding new participants and tracking compliance to coordinating funding and conference logistics.
This role is ideal for someone who excels at keeping multiple systems running simultaneously. You'll handle routine communications, maintain our operational infrastructure, track financial flows, and ensure nothing falls through the cracks. Strong organizational skills and attention to detail are essential.
Core Responsibilities
Manage participant onboarding, ensuring all teams are seamlessly integrated into the existing Apart infrastructure
Handle prospective participant inquiries and provide information about Fellowship and Studio programs
Maintain operational documentation and update systems as processes evolve
Coordinate conference attendance logistics to help as many people from the lab attend, and follow up on improvements through pre/post conference surveys
Manage and scale existing research monitoring and assistance programs, such as our weekly progress forms
Track incoming and outgoing funds for projects throughout their lifecycle
Process approved funding distributions and onboard recipients to payment platforms (e.g., Ramp)
Coordinate with appropriate parties for invoice generation and payment processing
Assist in tracking and documenting grants, awards, and other recognitions received
Required Qualifications
Exceptional organizational skills with proven ability to manage recurring tasks and deadlines
Strong attention to detail and commitment to accuracy in documentation and tracking
Experience with operational systems including file management, user administration, and basic financial tracking
Clear, professional written communication for participant-facing messages
Reliable and consistent: Able to maintain weekly routines and follow through on commitments
Preferred Experience
Background in AI/ML research, engineering, or technical program management
Direct experience co-authoring academic papers or supporting research through publication
Understanding of AI safety topics (e.g. model evaluation, interpretability, cybersecurity, multi-agent systems, AI governance)
Experience mentoring or managing early-career researchers
Track record of process improvement in research or academic settings
What Makes You Stand Out
Process-oriented mindset with ability to create systems that ensure nothing is missed
Proactive communication style with strong follow-through on commitments
Track record of maintaining accuracy in high-volume administrative work
Experience in fast-paced, mission-driven organizations where processes are evolving
Genuine interest in AI safety and Apart’s approach
Self-directed work style with ability to manage recurring responsibilities independently
We are committed to building a diverse and inclusive team. All qualified candidates are encouraged to apply.
