Institutional Affairs Coordinator

2 weeks ago

London, Greater London, United Kingdom Imperial College London Full time
Institutional Affairs Coordinator Job Description:

We are seeking a motivated administrator who takes pride in supporting organisations to deliver strong governance and to improve continually on equality, diversity and inclusion in the workplace. This new role will join a collaborative multi-professional team to support the science and educational activities and community in our Faculty. The post will lead on administrative management of key decision-making committees and fora for the Faculty as a whole. They will also manage a range of activities, events, committees and programmes to deliver on EDI objectives for the Faculty. Working closely with our Vice Dean (Institutional Affairs) (our academic lead in this area) this role will be a key player in driving forward initiatives to continually improve our institutional culture.

This post provides a great opportunity to put excellent planning, committee management, organisational and interpersonal skills to good effect, supporting key Faculty activities and development opportunities. Highly responsible and adept at managing all aspects of committee business and governance at an executive level, this role will also be the main administrative point of contact for institutional affairs and EDI for the Faculty, supporting and working closely with the Vice Dean (Institutional Affairs). The work requires the exercise of initiative and judgement on how to address and resolve problems. The postholder will be able to demonstrate tact, discretion and strong social skills to engage with the relevant communities and stakeholders, and in ensuring actions arising from any committee to which they are secretariat are accurately captured and dealt with in a timely manner.

The post-holder will support the Dean, Vice Dean (Institutional Affairs) and the FOO through arrangement of key events and meetings, requesting and gathering information from colleagues across our organisation, and minuting and managing committee business and records. As part of these activities, they will develop and maintain good working relationships with the organisers of relevant College-wide committees and groups and maintain a knowledge of their activities. The role will also play a key role in drafting of briefings, reports, presentations and communications to support the work of the Vice-Dean Institutional Affairs and the wider Faculty's leadership team in activities relevant to Institutional Affairs.

The Institutional Affairs Coordinator will also work closely with the Chairs of a number of key Faculty committees to coordinate and prepare agendas, papers, presentations, ensuring that paperwork and arrangements are circulated to the members in a timely manner, including minutes and arising actions.

This role provides the opportunity to use strong organisation and interpersonal skills to build an excellent rapport with the academic and non-academic staff community and understanding and experience of the day-to-day needs of institutional cultural environment activities.

Essential requirements

  • Degree level education or equivalent experience in an HEI or similar organisation
  • Proven experience of delivering high quality secretariat support to formal committees
  • Strong writing and drafting skills, with the ability to distil and synthesize information into relevant papers and communications
  • Understanding and ability to respond to stakeholder needs
  • An understanding of, and commitment to, supporting equality, diversity and inclusion within organisations – ideally in an HEI setting
  • A strong team player with great networking skills
  • Excellent digital and IT skills
  • A keen eye for good governance

Should you require any further details on the role please contact: Rosie Shaw –

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