Mathematics Research Centre Events Coordinator

3 weeks ago

University of Warwick, United Kingdom University of Warwick Full time

Full-time, fixed-term contract for 12 months.

An exciting opportunity has arisen in the Warwick Mathematics Institute for an Events Coordinator.

The aims of the Mathematics Research Centre (MRC) are to promote research in mathematics, to attract visitors to the Centre and to create conditions for fruitful scientific interaction between these visitors, the members of the Department of Mathematics, and the wider mathematical community in Britain and overseas.

The postholder will be responsible for ensuring the operational aspects of activities organised by the Mathematics Research Centre (MRC) are carried out. The activities of the MRC include an extensive visitor and event programme and also involves the management of the Maths Houses accommodation.

The role will suit someone with significant administrative and event management experience. The postholder will be expected to manage a busy workload involving a variety of tasks. This will include, but is not limited to: supporting the organisation of workshops and events coming through the MRC including promptly processing expense claims; ordering catering for events; receiving food deliveries; booking accommodation for event speakers and attendees; producing welcome packs for event delegates. The role will also include building strong relationships a variety of stakeholders including academic colleagues from the Institute and across the institution and staff in service departments including Food and Drink; Warwick Conferences; Estates; and the Students’ Union.

The post holder will also be involved in ensuring the 7 unique Maths Houses are maintained to an appropriate standard and that visitors to the Maths Houses have all information required relating to their stay and are supported sufficiently when they are here. This will involve working closely with the Estates department.

The post holder will work very closely with and will be managed by the MRC Events Executive; and will also work closely with the Events and Catering Assistant who supports the MRC and Mathematics Institute.

The postholder will need to exercise flexibility with regards to working hours when events are taking place. This may involve working some evenings, but advanced notice will be given.

Interview Date: 1 August 2023.

**JOB PURPOSE**

The postholder will support and deliver the operational activities of the Mathematics Research Centre (MRC) including an extensive visitor and event programme and will help ensure the 7 Maths Houses properties are maintained to an appropriate standard.

**DUTIES AND RESPONSIBILITIES**

**1. Workshops**
- To establish excellent working relationships with the academic leads and workshop speakers and other delegates, prioritising and responding to the many enquiries received.
- To support workshop needs in liaison with the Events Executive and workshop lead/s, helping with the design and planning of the event programme within the budgetary and other constraints.
- To produce and maintain database records for each event; manage registrations, accommodation arrangements and associated financial processes. Produce workshop packs for delegates.
- Arrange accommodation and catering in accordance with individual funder rules and the University’s financial regulations. Liaise with Warwick Conferences, SU and Food and Drink to ensure that service is of the highest order.

**2. Maths Houses**
- Responsible for the day-to-day maintenance of 7 Maths properties based on Gibbet Hill campus.
- Responsibility for supporting the optimization of the use of the available accommodation to maximize revenue.
- Arrangement of the cleaning of the accommodation in discussion with the cleaning contractor, to ensure service requirements are met and additionally to minimize loss of income between lets.
- Organisation of all repairs and maintenance as necessary. Purchasing of replacement soft furnishings, furniture and equipment as required.
- Ensuring health and safety checks are undertaken. Further, to proactively ensure that security, safeguarding and other measures are remain appropriate.
- To ensure rents are paid in a timely matter, and where this is not the case, follow up as necessary with relevant parties.
- Arrange key collection and drop-off.

**3. Finance**
- Workshop budget management: Ensure expenditure charged to projects is justifiable and that best use is made of all available funding whilst avoiding overspends; forecasting and adjusting expected expenditure as required in liaison with the Events Executive and academic lead/s.
- Ongoing monitoring and reconciliation of workshop income and expenditure, including use of appropriate reports in Excel and from SAP.
- Invoicing and administering payments for the houses.
- Provide advice to academic leads on workshop options and on funder and university financial regulations. Request dispensation from such university regulations where necessary. There will be support from the Events Executive.
- Ensure travel and s

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