Operations Specialist in Institute for Low Altitude Innovation (ILAI)

Position Title: Operations Specialist/Manager
Department: Institute for Low Altitude Innovation (ILAI)
Location: Suzhou, Jiangsu, China
Institution: Xi’an Jiaotong-Liverpool University
Employment Type: Full-time

About the Institute for Low Altitude Innovation (ILAI)

The Institute for Low Altitude Innovation (ILAI) is a leading interdisciplinary research center in Xi’an Jiaotong-Liverpool University. It focused on advancing technologies and applications in low altitude domains, including unmanned aerial systems (UAS), precision agriculture, environmental monitoring, logistics, and urban air mobility. The Institute works closely with academic researchers, industry leaders, and government partners to accelerate innovation and drive real-world impact.

Position Summary

The Operations Specialist/ Manager will oversee the daily administrative and operational functions of the Institute. This role is pivotal in ensuring the smooth functioning of research activities, facility management, resource allocation, and compliance with institutional policies. The ideal candidate will be highly organized, detail-oriented, and capable of managing complex workflows in a fast-paced, collaborative environment.

Key Responsibilities

1. Administrative & Facility Management

• Oversee day-to-day center operations (office/labs/equipment), including scheduling, procurement, logistics, and facility coordination, ensuring safety, security, and compliance with university policies.
• Manage facility access, maintenance, and upgrades (e.g., drone testing labs, simulation rooms).
• Serve as a key administrative liaison between ILAI and internal university department (HR, Finance Office, Campus Management Office, Lab IT, Procurement) for resource allocation and service requests.

 2. Financial & Grant Administration

• Track center budgets, expenses, and financial reporting for government grants, industry projects, and internal funds.
• Support grant lifecycle management: proposal budgeting, expenditure monitoring, audits, and compliance (NSFC, provincial funds, industry sponsorships).
• Process vendor contracts, reimbursements, and procurement of research-critical assets (e.g., drones, sensors).

 3. Research Project Coordination

• Facilitate research workflows: schedule lab usage, equipment calibration, and data storage solutions.
• Maintain research documentation (ethics approvals, safety protocols, intellectual property records).
• Organize internal seminars, progress reviews, and cross-team collaborations.

 4. Event & Stakeholder Logistics

• Plan and execute center events: conferences, industry workshops, government delegations, and public open days.
• Manage travel, accommodations, and itineraries for visiting scholars/partners.
• Serve as primary liaison for internal stakeholders (researchers, students, university departments).

5. Compliance & Risk Mitigation

• Ensure adherence to aviation/industry regulations (e.g., drone operations, data privacy).
• Implement safety protocols for high-risk activities (flight tests, hardware experiments).
• Maintain insurance, liability coverage, and emergency response plans.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Engineering Management, or a related field; Master’s degree is an advantage.
• Minimum 5 years of professional experience in operations, administration, or project management—preferably in managing research laboratories or technical facilities.
• Familiarity with administrative/procurement and logistics processes in higher education or research institutions.
• Excellent communication skills in English; proficiency in Mandarin is highly desirable.
• Proficiency with office software, financial tools, and project management platforms.