Academic Collaborations Coordinator

2 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
Work closely with the Administrative Officer (APG), TNE Coordinator, and relevant Managers focussing on the provision of a professional, effective and responsive service to support the delivery of work in the Academic Collaborations workstream and other business areas within Academic Policy & Governance. Take operational responsibility for aspects of the delivery of collaborative activity and committee support.

**Main Duties and Responsibilities**
1. As first (or key) point of contact for designated business areas across Academic Policy & Governance, including those supporting the Academic Collaborations and Transnational Education operations, provide advice and guidance to support these areas. Operationally support the organisation and set-up of cyclical, and non-cyclical activity understanding the administrative process and lead-in times supporting colleagues within Academic Policy & Governance, and a wide range of staff across the University. Ensure delivery of a responsive, customer focused service in line with relevant best practice and University policy. This includes ensuring the daily actioning and resolution of queries received via dedicated mailboxes.
2. Provide high quality administrative support to team members across Academic Policy & Governance and, on occasion, the Academic Policy & Governance management team reliably supporting the progress of business within the service including, note-taking and management of action points, diary management and setting up meetings, arranging programmes for high level partnership visits (incoming and outgoing), supporting TNE graduation ceremonies, management of team filing systems, formatting and circulating appropriate documentation, drafting and/or amending standard correspondence with internal and external stakeholders. Provide cover for operational duties including the Agresso system to raise purchase orders for e.g. travel arrangements and office equipment.
3. To provide administrative support for Senate committees, particularly those supporting governance of academic collaborations involving partner institutions, including formal committees, sub-committees, and ad hoc/short-life working groups, to ensure effective support for the committee manager (committee clerk), convener and other committee members. This will include scheduling meetings, formatting and circulating papers and prompting follow up actions. Take notes at meetings and draft committee minutes.
4. Support data and workflow management by assisting with the system for approval, monitoring and review of academic collaborations, ensuring all collaborations are recorded on the system. This includes:

- Coordinating a number of defined processes for the circulation and approval of proposals;
- Creating records in the collaborations record system in line with agreed requirements;
- Uploading relevant documentation and amending records in light of the completion of pre established milestones in the lifecycle of collaborative activity;
- Creating and disseminating reports on a planned and ad hoc basis which detail past, current and predicted collaborative activity.
5. To provide highly effective administrative support to ensure currency, coherence and clarity of information on the Academic Policy & Governance website, including content relating to TNE and academic collaborations.
6. To attend to and contribute to team meetings within Academic Policy & Governance. Contributing to development and continuous improvement by proactively sharing information on operational activity identifying areas where ongoing improvement would be beneficial.

**Knowledge, Qualifications, Skills & Experience**

**Knowledge/Qualifications**

**Essential**:

A1 Scottish Credit and Qualification Framework Level 7 (advanced Higher / SVQ Level 3 in Administration, HNC or equivalent), including advanced Higher English or equivalent.
A2 Broad understanding of University structure and policies, practices and procedures.
A3 Working knowledge of Microsoft office and relevant social media platforms.

**Desirable**:

B1 Working knowledge of Data Protection and Freedom of Information legislation.

**Skills**

**Essential**:
C2 Excellent interpersonal and communication (oral and written) skills and proven ability to interact with others using appropriate diplomacy, assertiveness and discretion.
C3 Excellent organisational skills - plan and prioritise workload, multi-task and work to deadlines.
C4 High degree of responsibility and personal initiative, and ability to work autonomously with mínimal supervision.
C5 Ability to work as a member of a team.
C6 High level of accuracy and attention to detail.
C7 Discretion and the ability to maintain confidentiality.
C8 Ability to respond and adapt to changing priorities.
C9 A positive and enthusiastic approach to work.
C10 A good level of writing, numeracy and secretarial skills, including typing skills.

**Desirable**:

D1 Demonstrable skills in updating websites using

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