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Administrator for the James McCune Smith Programme

2 months ago

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

The James McCune Smith (JMS) Scholarship and Development Programme represents a cornerstone initiative for the University, aiming to tackle the under-representation of Black UK PhD candidates.

The JMS Administrator will deliver comprehensive administrative support essential for the effective execution of all facets of the Programme, which encompasses all four Colleges within the University.

This role is pivotal in fostering initiatives that will enrich the student experience and environment for Scholars, ensuring that the Programme aligns with best practices within the sector.

With an anticipated cohort of over 50 JMS Scholars, the Programme stands as one of the largest initiatives dedicated to supporting Black UK Students nationwide. The JMS Administrator will play a crucial role in promoting the sustainability and expansion of the Programme.

Key Responsibilities
  1. Providing an efficient administrative service to support JMS Scholars, their supervisors, and programme partners.
  2. Overseeing and tracking all JMS applications while organizing events for potential applicants.
  3. Generating reports and insights on recruitment to guide future strategies, particularly focusing on student engagement and attraction.
  4. Interpreting relevant University policies and processes to offer independent, accurate guidance to Scholars and supervisors.
  5. Delivering exceptional service to all JMS scholars throughout the University, including addressing complex inquiries with independent judgment and proactively providing information.
  6. Managing JMS students' records, including processing financial aid payments and ensuring record accuracy.
  7. Coordinating JMS Scholar placements, mentoring, networking, and training events.
  8. Collaborating with relevant teams to arrange anti-racism training for supervisors, ensuring participation and maintaining accurate completion records.
  9. Promoting the programme internally and identifying key contacts within the Colleges to recruit prospective mentors.
  10. Exploring external opportunities with industry and other partners regarding mentoring and financial support.
  11. Working with the Programme Manager and External Relations team to develop a JMS communications strategy for effective promotion at marketing events and online platforms.
  12. Producing regular management information, including programme evaluation data, financial reports, and other necessary documentation, while conducting analysis to support future decision-making.
  13. Assisting in the organization of a high-profile annual conference, including marketing efforts, liaising with speakers, and managing invoice processing.
  14. Providing administrative support for the JMS Steering Board, including distributing materials, taking meeting minutes, and ensuring timely completion of actions.
  15. Contributing to a culture of continuous improvement by identifying and implementing process enhancements to elevate the Scholar experience.
  16. Maintaining the JMS webpages, ensuring that information is accurate and up-to-date for potential applicants, students, and staff.
  17. Collaborating with the External Relations team to develop a new website to support the student community and create engaging social media content to attract prospective students.
Required Knowledge, Qualifications, Skills, and Experience

Essential Knowledge/Qualifications

  • Demonstrated competencies necessary for the responsibilities of this role, acquired through relevant experience.
  • Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, with experience in personal development in a similar capacity.

Essential Skills

  • Exceptional organizational, time management, and planning abilities, with a capacity to prioritize tasks, manage multiple responsibilities, and meet deadlines.
  • Strong interpersonal and communication skills (both verbal and written), demonstrating tact, diplomacy, and discretion while engaging with a diverse range of partners.
  • Ability to work independently with minimal supervision, proactively utilizing initiative to resolve issues.
  • Capacity to collaborate effectively within a team, contributing positively to the Programme and providing excellent support to students and staff.
  • High proficiency in IT skills, particularly with the Microsoft Office suite and other relevant software.
  • Ability to manage and maintain complex information and processes with a high level of accuracy and attention to detail.
  • Strong analytical and problem-solving capabilities.

Essential Experience

  • Experience in effectively engaging with a diverse range of customers and staff at all organizational levels, using initiative to resolve issues.
  • Experience in a customer-focused environment, anticipating and fulfilling customer expectations.
  • Experience in delivering high-quality administrative support services to various stakeholders with differing needs.

Terms and Conditions

Salary will be at Grade 5, ranging from £25,138 to £29,605 per annum. This position is full-time (35 hours per week) and fixed-term for up to 5 years initially.

As a member of Team UofG, you will be part of an inclusive community that values ambition, excellence, integrity, and curiosity.

As a valued team member, you can expect:

  1. A welcoming and engaging organizational culture that nurtures your talents and celebrates success.
  2. An excellent employment package with generous terms and conditions, including 41 days of leave for full-time staff, pension benefits, and discount packages.
  3. A flexible working approach.
  4. A commitment to supporting your health and wellbeing, including a complimentary 6-month UofG Sport membership for all new staff.

The University is dedicated to equality, diversity, and inclusion, and applications are particularly encouraged from individuals across our communities, especially those from the Black, Asian, and Minority Ethnic (BAME) community and other under-represented groups.

For more information on how the University promotes and integrates all aspects of equality and diversity within our community, please visit our website.

The University is committed to investing in its organization and its people.