Project Coordination Specialist
4 weeks ago
The Project Coordination Specialist will deliver extensive project and administrative assistance to the Project team overseeing one of the university's intricate multi-million pound strategic initiatives.
The JWNC2 Strategic Project is designed to secure funding for the relocation of the James Watt Nanofabrication Centre (JWNC) from its current site, which restricts growth, to a new location that can support further development and activities.
The successful candidate will primarily assist the Project Leader and Project Manager, while also providing support to other senior team members as necessary.
This position is crucial for ensuring the effective execution of project tasks and fostering efficient communication both internally and with partner organizations and senior stakeholders from various sectors across the UK.
Main Duties and Responsibilities 1.Administer project activities for the JWNC2 Strategic Project, utilizing initiative and judgment to prioritize, plan, and oversee administrative tasks, ensuring a proactive approach to changing demands.
2.Assist the JWNC project team by actively coordinating, organizing, and managing both internal and external meetings, including preparing agendas, recording minutes, and following up on action items.
3.Engage with internal and external senior stakeholders as necessary, ensuring responsive, customer-oriented communications, using discretion to resolve issues or escalate as needed.
4. Support the Project Manager by maintaining essential project documentation, such as risk assessments and project timelines. 5.Arrange virtual and in-person meetings for stakeholders, ensuring all necessary pre-meeting preparations are completed, including room bookings, catering, equipment setup, and distribution of agendas and related documents.
6. Provide diary management and occasionally coordinate travel for the Project Leader, proactively addressing and resolving scheduling conflicts. 7. Prepare documents, presentations, and reports according to clear guidelines, and coordinate communications using established formats and standard software tools. 8.Monitor purchase requisitions, commitments, and expenditures within the budget, ensuring deliveries are recorded accurately, managing expense claims for project team members, and maintaining up-to-date spreadsheets based on agreed reporting cycles.
9.Plan and prioritize personal work activities for the short and medium term, exercising initiative and judgment to adjust priorities as necessary.
10. Undertake additional duties appropriate to the role, as directed by the Line Manager or Project Leader.Knowledge, Qualifications, Skills and Experience Knowledge/Qualifications Essential A1 Ability to demonstrate the competencies required to undertake the duties associated with this post having acquired the necessary knowledge and skills in a similar role.
Or:
Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent.
A2 Familiarity with Project Management principles and practices.A3 Understanding of financial processes and systems.
A4 Knowledge and comprehension of administrative and support services. Desirable B1 Awareness of the Higher Education environment.
B2 Familiarity with funding application processes and funder guidelines.
B3 Understanding of Glasgow's Critical Technologies landscape, including government, local authorities, third sector organizations, community groups, and/or businesses. Skills Essential C1 Proven interpersonal and communication skills, both written and verbal.
C2 Excellent planning, organizing, and prioritizing abilities with the capacity to manage a demanding and varied workload.
C3 Ability to work effectively under pressure to meet deadlines and adapt to changing priorities or requirements.
C4 Well-developed analytical and problem-solving skills.
C5 Strong attention to detail and ability to work with a high degree of accuracy.
C6 Advanced proficiency in Office Software, including Excel, Word, and PowerPoint.
C7 Proven ability to work independently and collaboratively within a team.
C8 Initiative and judgment to resolve problems independently. Experience Essential E1 Proven experience in project administration or a similar role.
E2 Experience of working independently and addressing unforeseen issues and challenges.
E3 Experience in committee clerking and minute-taking.
E4 Experience in budget tracking, with support from specialized staff.
E5 Experience working with stakeholders and external partners.
E6 Experience with Agresso or a similar accounting system.
E7 Experience in coordinating events, such as seminars, networking events, and community engagement activities. Desirable F1 Experience in the Higher Education environment.
F2 Experience using project management methodologies and systems.
F3 Experience preparing documentation for sharing.
Please Note :
If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post.
University of Glasgow applicants should seek clearance for release for internal secondment from their line manager before making a formal application.
Terms and Conditions Salary will be Grade 5, £25,138 - £29,605 per annum.This post is full time (35 hours per week), and has funding for up to 11 months in the first instance.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:1 A warm welcoming and engaging organizational culture, where your talents are developed and nurtured, and success is celebrated and shared.2 An excellent employment package with generous terms and conditions including 41 days of leave for full-time staff, pension - pensions handbook, benefits and discount packages.3 A flexible approach to working.4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University.
Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University.
Read more on how the University promotes and embeds all aspects of equality and diversity within our community. We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University. We are investing in our organization, and we will invest in you too. Please visit our website for more information.-
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