Cdt Administrative Officer

2 months ago

University of Warwick, United Kingdom University of Warwick Full time

0.8FTE (29.2 hours/wk) Fixed Term Contract to end no later than 30 September 2027.

The School of Engineering is seeking an enthusiastic and self-motivated individual to help support the EPSRC Centre for Doctoral Training (CDT) in Modelling of Heterogeneous Systems (HetSys).

You will be involved in all aspects of CDT activity, working as part of a team. You will have responsibility for the day-to-day operation of the CDT, and for administrative activities associated with accurate record keeping and management of the finances for the Centre and the CDT students. You will lead on all administrative activities relating to graduate and visiting/industrial student recruitment, admission and enrolment. Other responsibilities will include planning/ delivering open days, workshops, seminars, conferences and management/advisory board meetings. You will help in the preparation of annual reports and strategic reviews.

You will have a degree-level qualification and/or experience in an administrative and finance role within higher education, as well as excellent organisation and communication skills. You will be experienced in establishing effective working relationships between academic and professional services staff and able to work to ensure that good practice is shared.

Interview Date: TBC.

**JOB PURPOSE**

To provide support to the EPSRC Centre for Doctoral Training in Modelling of Heterogeneous Systems (HetSys).

**DUTIES AND RESPONSIBILITIES**

**1. Student and Course Administration**
- Responsible for the administration of all postgraduate matters for the CDT, working in collaboration with staff from other Warwick Doctoral Training Centres/Centres for Doctoral Training and across the Science Faculty. Provide clerical support for all lectures, modules, group project activities and classes and short term student placements with project partners.
- Administrative support for conferences and meetings to include annual conferences, the twice yearly PhD project co-creation events, industrial seminars, meetings of the CDT’s Advisory panel and any other workshops and conferences organised by the Centre.
- Administrative support for visiting academics and industrialists contributing to the postgraduate training programme and research projects.
- Responsible for all administrative matters relating to CDT PhD examinations.
- To have overall responsibility for ensuring student enquiries are dealt with in an appropriate, timely fashion, including responding to more complex or delicate matters.

**2. Recruitment to Enrolment**
- To help to implement strategies to meet agreed admissions targets, ranging from web-based/other publicity to analysis and management of conversion rates and other admissions tools.

**3. Finance**
- To manage and implement day to day financial transactions and ensure that all expenditure is incurred and reported in accordance with University and EPSRC and other funder regulations.
- To administer the student finances, including EPSRC, industrial and other funding of students.
- To liaise with external suppliers and vendors, placing orders as required, and passing invoices to the appropriate contact for payment, while at all times ensuring best practice in terms of value for money.
- To liaise with international and industry partners on matters relating to student finances and other contributions to PG activities as required, to implement reporting procedures with industrial partners, and ensure that issues arising relating to industrial or international sponsorship of studentships are dealt with in an appropriate and timely way.
- To liaise with grants and financial management support staff in Engineering, Research Finance, Research and Impact Services and the Doctoral College, as required.

**4. Other**
- To contribute to recruitment, public relations, marketing, outreach and communication activities. This includes the maintenance and accuracy of web-based information in liaison with appropriate academic staff, and the development of the Centre’s intranet.
- To manage the facilities for the Centre, including the physical space and IT needs, liaising with relevant staff in Engineering, Estates, IT Services and other departments as required.
- To administer the organisation of all Centre events, including relevant Committees/Boards, conferences, project co-creation events, staff and/or student meetings, seminar series, research visits, graduation, etc. The post holder will service Committees and meetings and be responsible for compiling agendas and minutes and assisting in the preparation of statistical and other relevant reports, including the monitoring and implementation of actions.
- To contribute to the preparation of strategic documents, e.g. for external reviews or to brief the CDT’s advisory board.

The duties and responsibilities outlined are not intended to be an exhaustive list but rather to provide guidance on the main aspects of the post. The post-holder will be required to be f

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