Project Administrator/executive Assistant

6 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
To manage a comprehensive and specialist administrative support service to the Director of the James Watt nanofabrication Centre (JWNC) and the JWNC Team.

**Main Duties and Responsibilities**
1. To provide a high-level administrative and financial support service for the JWNC, by supporting and managing appropriate financial and administrative systems. Continually reviewing and developing systems and procedures to ensure their effectiveness. The role will involve close liaison with the Research Support Office and the Research Senior Financial Analyst and a close working relationship with the JWNC Leadership Team.
2. Support the JWNC Executive Team by proactively co-ordinating, organising and managing internal and external activity by providing executive PA support (including meeting preparation, minutes, reports briefings, presentations, progress notes, diary management).
3. Maintain the JWNC System ensuring it contains accurate and up-to-date grant information, extracting data from Cognos as required and liaising with PIs to ensure all details are correct.
4. Support the JWNC Director by checking the robustness of individual facility costing forms prior to sign off, liaising with facility users to address any discrepancies, and analysing data to track previous performance and usage of the facility compared to income.
5. Manage the end-to-end billing process for JWNC’s commercial partner KNT and internal recharging of EU project costs, using the Agresso system to ensure accuracy and taking any corrective actions as required. This includes developing and maintaining effective methods to easily track and report on eg ongoing accuracy of job costing sheets and cumulative technician usage.
6. Develop and provide monthly management reports to inform the JWNC Executive Group, on facility usage costs compared to income, grant sources by funder and facility user, CDT usage and projected income, PhD usage, and KNT position. Produce and present information to demonstrate performance and trends.
7. Support specific project requirements as required eg support EU audits, provide regular analysis of usage for commercial customers.
8. Develop and support the procurement process within the JWNC, working closely with technical team members and the transactions hub to ensure the effective administration of purchasing, acting as key link and advising staff on procedural requirements. Proactively monitor the procurement process and liaise with purchasing on key JWNC items ensuring orders are executed in timely manner.
9. To be a key point of contact for internal, external, and international stakeholders relating to all JWNC business.
10. Other appropriate tasks delegated by the Director of JWNC or line manager.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s). Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.
A2 Excellent IT skills including MS Office, particularly Excel, and financial management systems.

**Desirable**
B1 Knowledge and understanding of the University structure and of its broad policies, procedures, practices and rules.
B2 Knowledge of Agresso financial management system.
B3 Knowledge of Cognos research reporting tool.

**Skills**

**Essential**
C1 Proven data analytical skills and proven complex problem-solving skills.
C2 Influencing & negotiating skills.
C3 High level of IT skills, including Word, Excel and Outlook.
C4 Excellent organisational skills.
C5 Ability to take initiative, work proactively and to exercise independent judgement.
C6 Proven ability to prioritise and manage a demanding and varied workload and to work under pressure to meet deadlines.
C7 Excellent interpersonal skills including diplomacy, sensitivity and discretion with confidential information.
C8 Evidence of a high standard of written and oral communication skills.
C9 Proven ability to work to a high degree of accuracy.
C10 Ability to communicate well with a wide range of people.

**Experience**

**Essential**
E1 Sufficient relevant administrative experience with qualifications or significant relevant work experience without in a similar or related role.
E2 Experience of working independently and resolving unforeseen issues and challenges.
E3 Experience of committee clerking and minute-taking.
E4 Proven experience of problem-solving, planning, organising and setting priorities.

**Terms and Conditions**
Salary will be Grade 6, £32,332 - £36,024 per annum.
This post is full time (35 hours per week), and open ended.
As part of Team UofG you will be a member of a world changing, inclusive com

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