Project Admin Assistant

3 weeks ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
As a member of the College Research Support team, you will work in partnership with colleagues across the School, College, University, and our external partners. You will work closely with the lead administrative resource within the College Admin Hub that supports post award activity including ethics. You will work closely with the Principal Investigators and the Research Operations Manager to deliver efficient and effective admin resource to our research projects.
You will work within a team that creates excellent relationships to ascertain and deliver the administrative needs of the research projects. You will have strong project and financial management skills, including ensuring adherence to internal and external regulatory and governance requirements. The role will be supervised by the Project Admin Officer and line management will be through the Research Operations Manager.

**Main Duties and Responsibilities**
1. Working closely with Research Operations Manager, Principal Investigators, assigned Project Coordinator and Project Admin Officer to provide administrative and operational financial functions relating to the projects, and to assist with the co-ordination of key project activities and milestones.
2. Manage effective communication with partners in relation to administration of the project.
3. Set up and maintain project folders/files on Onedrive/Teams and manage access for project colleagues/partners.
4. Provide travel planning, diary management and timesheet recording support to the Project PI and other colleagues engaged in the Project.
5. Manage appropriate expenses processes relating to Project activities including foreign payment claims following the appropriate University policies and procedures.
6. Provide general guidance and support to the Project PI on award management and to deal with specific queries as they arise. Maintain records and reporting and ensure effective financial management of the grant.
7. Updating website information through T4 or other web content management systems.
8. To attend and minute project related meetings as required by the PI.
9. Oversee the purchasing processes to raise travel and other resource requisitions and purchase orders on the University finance system (Agresso).
10. Administrative tasks in relation to Ethics process.
11. To assist in public relations, communications, room and catering bookings and marketing.
12. Coordinate project events and seminars both in-person and virtual, including the set-up and updates to project website and social media accounts.
13. Any other relevant administrative duties as deemed required by the Research Operations Manager/Project Admin Officer.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**
A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar or number of different roles. Or: Scottish Credit and Qualification Framework level 9, (Ordinary Degree, Scottish Vocational Qualification level 4), or equivalent (including professional accreditation with relevant formal training), and experience of personal development in a similar or related role(s).
A2 Practice-based knowledge of establishing and delivering a comprehensive range of administrative services within a project or team environment.
A3 Knowledge of governance and business processes in a large complex organisation.
A4 Knowledge of process improvement and change management.

**Desirable**:

B1 Knowledge and understanding of research funding.

**Skills**

**Essential**:

C1 Proven track record of successful project management and process improvement delivery, showing excellent planning, prioritising and organisational skills.
C2 Self-motivated with excellent administration, planning, prioritising and organisational skills.
C3 Well developed and demonstrable team management and leadership skills.
C4 Excellent written and verbal communication skills.
C5 Ability to work independently with minimum supervision, and as part of a team.
C6 Ability to use initiative and judgement to resolve issues and make informed decisions effectively.
C7 Attention to detail.
C8 Excellent IT and data analysis skills, and a high level of numeracy.

**Desirable**:

D1 Ability to engage with, and network effectively with relevant actors at varying levels of seniority across all sectors.

**Experience**

**Essential**:

E1 Minimum 2-years experience in a relevant role (with qualifications or evidence of progression) within Higher Education, and development gained from relevant work experience.
E2 Demonstrable experience of working in a highly administrative and governance-driven environment.
E3 Management and monitoring of financial budgets.

**Desirable**:

F1 Previous experience of supporting/advising academic staff.
F2 Experience of working in the public or Third sector.

**Terms and Conditions**

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