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 academic institutions, industry partners, and policymakers to foster and elevate research and innovation excellence within Scotland's life sciences sector.

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

This role demands a proactive approach and the ability to work effectively within a dynamic team environment, ensuring that all inquiries are addressed promptly and professionally.

Main Responsibilities

  1. Assist the SULSA Director with administrative tasks, including organizing meetings, taking minutes, and preparing meeting summaries for distribution.

  2. Develop and distribute the monthly SULSA Newsletter to keep SULSA members informed about ongoing activities across 13 Higher Education Institutions.

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

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

  5. Oversee data entry into the SULSA Reporting Master documents to assist the Operations Executive in analyzing and presenting SULSA's outcomes.

  6. Serve as the initial point of contact for the Virtual Reality Training Pilot, coordinating logistics for bookings, delivery, and feedback collection regarding the VR equipment.

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

  8. Demonstrate agility as a team player, providing support for 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 in consultation with the post holder.

Qualifications and Knowledge Required
  1. 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 necessary competencies for this role.
  2. Proven ability to perform the duties associated with this level of position, having acquired the requisite knowledge and skills in a similar capacity.
  3. Strong IT proficiency, particularly with Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, and Teams.
Essential Skills
  1. High degree of accuracy and attention to detail.
  2. Excellent organizational skills, including time management and event logistics.
  3. Strong verbal communication and interpersonal skills, demonstrating tact, diplomacy, and assertiveness to build positive relationships with students and colleagues.
  4. Ability to work independently and flexibly, as well as collaboratively within a team, delivering top-notch support to SULSA's network.
  5. Demonstrable expertise in MS Word, Excel, Outlook, and social media platforms.
  6. Capability to interpret data and present findings in both verbal and written formats.
  7. Proactive decision-making skills within assigned tasks, with the confidence to enhance processes where appropriate.
  8. Understanding of organizational objectives when interacting with internal and external stakeholders.
Experience Required
  1. Proven experience working under pressure and meeting deadlines, with the ability to prioritize and adapt to changing demands.
  2. Experience in effective organization, such as planning workshops and events.
  3. Familiarity with a variety of IT systems, including MS Office and social media.
  4. Experience in clerking and scheduling meetings.
  5. Experience collaborating within a team to achieve organizational goals.
Desirable Experience
  1. Understanding of university structures, policies, and procedures.
  2. Experience with project management software.
  3. Training in a STEM-related field.

The successful candidate will be employed by the University of Glasgow and will work in collaboration with 13 higher education institutions in Scotland.

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