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Administrative Coordinator

2 months ago

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

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

The individual in this role will be tasked with the planning, coordination, communication, and administrative execution of SULSA-related activities and initiatives, providing essential support to the SULSA Director.

This position demands a proactive approach in a dynamic environment, requiring the postholder to work collaboratively within a team to ensure all inquiries are addressed efficiently and effectively.

Main Duties and Responsibilities

  1. Offer administrative assistance to the SULSA Director in organizing meetings, taking minutes, and creating 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 distribution, analyze incoming data, and present findings to the relevant SULSA project lead.

  5. Oversee 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 first 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 professionals, external public bodies, and administrative staff.

  8. Exhibit strong teamwork skills, demonstrating agility in supporting SULSA events and initiatives as needed, which may involve in-person event assistance or online literature gathering for report preparation.

  9. Perform any additional duties as assigned by the line manager following consultation with the postholder.

Qualifications/Knowledge Essential:
  • 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 role.
  • A2.

    Demonstrated competencies necessary for fulfilling the responsibilities associated with this position, having acquired the requisite knowledge and skills in a similar capacity.

  • A3. Proficient IT skills, including a solid understanding of Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, and Teams.
Skills Essential:
  • 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, showcasing 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, delivering top-notch support to SULSA's network.

  • C5. Advanced knowledge of MS Word, Excel, Outlook, and familiarity with social media platforms.
  • C6. Capability 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 where applicable.

  • C8. Understanding and adherence to organizational objectives when engaging with internal and external stakeholders.
Experience Essential:
  • E1. Proven experience working under pressure and meeting deadlines, demonstrating the ability to prioritize and adapt to changing external demands.
  • E2. Experience in effective organization, including the ability to coordinate 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:
  • F1. Understanding of university structures, policies, and procedures.
  • F2. Experience with project management software.
  • F3. Training in a STEM-related field.

The postholder will be employed by the University of Glasgow while delivering services for 13 higher education institutions in Scotland. The role involves a combination of on-site and remote work arrangements.