Administrative Coordinator

4 weeks ago

Glasgow, Glasgow City, United Kingdom University of Glasgow Full time
Job Overview

The Scottish Universities Life Science Alliance (SULSA) collaborates with universities, industry, and policymakers to bolster research and innovation excellence within Scotland's life science sector.

The successful candidate will oversee the planning, coordination, and administrative execution of SULSA-related activities and initiatives, providing essential support to the SULSA Director.

This role demands a proactive approach and the ability to thrive in a dynamic environment, ensuring that all inquiries are managed efficiently and effectively.

Key Responsibilities

  1. Offer administrative assistance to the SULSA Director in organizing meetings, documenting minutes, and preparing meeting summaries for distribution.

  2. Develop the monthly SULSA Newsletter to disseminate SULSA activities among its members (13 Higher Education Institutions).

  3. Act as the primary contact for general SULSA inquiries, collaborating with the team to provide solutions in a professional and approachable manner.

  4. Design data collection forms (using tools like Jotform or Survey Monkey), manage their distribution, analyze incoming data, and present findings to the relevant SULSA project lead.

  5. Supervise and assist with data entry into the SULSA Reporting Master documents to aid in the analysis and presentation of SULSA's outcomes.

  6. Serve as the main point of contact for the Virtual Reality Training Pilot, facilitating logistics for booking, delivery, and feedback collection regarding the VR kit.

  7. Collaborate effectively within a small team and a broad network that includes academics, educators, students, industry representatives, external public bodies, and professional services staff.

  8. Demonstrate strong teamwork skills, being adaptable in supporting SULSA events and initiatives as needed, whether in-person or through online research for report generation.

  9. Perform any additional duties as assigned by the line manager, following consultation with the post holder.

Required Qualifications/Knowledge
  • A1. Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, including Higher English or the ability to demonstrate the competencies required for this level of position.
  • A2.

    Demonstrated competencies necessary for fulfilling the responsibilities associated with this level of position.

  • A3. Proficient IT skills, including a solid understanding of Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, and Teams.
Essential Skills
  • C1. High degree of accuracy and attention to detail.
  • C2. Strong organizational skills, including time management and event logistics.
  • C3.

    Effective verbal communication and interpersonal skills, demonstrating tact, diplomacy, and assertiveness to foster excellent relationships with students and colleagues at all levels.

  • C4.

    Ability to work flexibly and independently, as well as collaboratively within a team, providing top-notch support to SULSA's network.

  • C5. Proficient knowledge of MS Word, Excel, Outlook, and social media platforms.
  • C6. Ability to interpret data and present findings in both verbal and written formats.
  • C7.

    Proactive decision-making skills within assigned tasks and the confidence to collaborate with the team to enhance processes as necessary.

  • C8. Understanding of organizational objectives when engaging with internal and external stakeholders.
Required Experience
  • E1. Experience working under pressure and meeting deadlines, demonstrating the ability to prioritize and adapt to changing external demands.
  • E2. Proven experience in effective organization, such as coordinating workshops and events.
  • E3. Familiarity with a variety of IT systems, including MS Office and social media.
  • E4. Experience in clerking and scheduling meetings.
  • E5. Background in collaborating within a team to achieve organizational delivery plans.
Desirable Experience
  • F1. Understanding of university structures, policies, and procedures.
  • F2. Experience with project management software.
  • F3. Training in a STEM-related field.

The successful candidate will be employed by the University of Glasgow while serving 13 higher education institutions in Scotland. The role will involve working within the offices at the University of Glasgow for part of the week and remotely for the remainder.

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