Events and Graduation Coordinator

3 weeks ago

Glasgow, Glasgow City, United Kingdom University of Glasgow Full time
Job Overview
The Events and Graduation Coordinator is responsible for ensuring the efficient and effective operation of graduation and event services.

This role involves collaboration within a team to plan and execute events, manage logistics, and provide administrative assistance to ensure a superior customer experience.

Key Responsibilities 1.

Serve as the primary contact for all inquiries related to graduation and events, utilizing discretion to resolve issues or escalate as necessary.


Maintain and oversee accurate student/event information:
Ensure timely processing and upkeep of student/event records.

Review and confirm the accuracy of student/event data, addressing discrepancies in partnership with other departments.

3.

Provide logistical and administrative support for graduations and events, including coordinating itineraries for honorary graduands, managing the production and distribution of essential documents and degree certificates, handling ticketing, and overseeing the inventory of printed materials for ceremonies.

4.

Contribute to the successful execution of events on-site, supervising support staff and serving as a liaison for external vendors.

5.

Assist in gathering and analyzing user feedback regarding processes, service quality, and overall satisfaction.

6.

Offer guidance to students and staff on graduation-related topics, including procedures, regulations, and available services.

7.

Encourage collaborative efforts with other departments to ensure seamless delivery of graduation and event services, enhancing the overall customer experience.

8.

Ensure adherence to relevant policies, procedures, and quality standards in event planning and graduation.

9.

Participate in the continuous improvement of graduation services and events by engaging in project planning and evaluations aimed at enhancing customer experience and operational efficiency.

10.

Perform additional duties as needed, including participating in relevant training and professional development to remain informed of best practices and industry advancements.

Required Knowledge, Qualifications, Skills, and Experience
Essential:
A1 Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, along with relevant experience in a similar role.

Desirable:
A2 Familiarity with graduation procedures, regulations, and best practices in event management.

Skills
Essential:
 C1 Exceptional organizational abilities, including the capacity to collaborate with key stakeholders across multiple events with shifting parameters and tight deadlines.
C2 Strong interpersonal and communication skills, enabling effective interaction with colleagues at all levels.
C3 Excellent customer service orientation.
C4 Proficient interpersonal skills.
C5 Ability to work collaboratively within a team and independently, fostering positive working relationships.

C6 Effective problem-solving and decision-making skills to address unforeseen challenges as they arise during events.

C7 High level of responsibility and initiative, with the ability to work with minimal supervision.

Desirable:
D1 Supervisory experience.
D2 Project management capabilities.
Experience

Essential:
 E1 Demonstrated competencies necessary for fulfilling the responsibilities associated with this level of position, having acquired the requisite knowledge and skills in a comparable role.
E2 Proven experience in delivering exceptional customer service.
E3 Experience in collaborative teamwork to achieve shared objectives.
E4 Experience in partnership working within a large and complex organization.

Desirable:
F1 Experience in staff supervision.

F2 Experience managing administrative processes and logistics for large-scale events.

Terms and Conditions Salary will be Grade 5, £25,138 - £29,605 per annum. This position is full-time and open-ended.

As a valued member of the University of Glasgow community, you will be part of an inclusive environment that values ambition, excellence, integrity, and curiosity.


As a member of our team, you can expect: 1. A welcoming and engaging organizational culture that nurtures your talents and celebrates success.

3. A flexible approach to work.

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