Graduation and Events Coordinator

3 weeks ago

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

This role involves collaborating with a team to plan and manage events, oversee logistics, and provide administrative assistance to ensure a premium customer experience.

Main Responsibilities

  1. Serve as the primary contact for all inquiries related to graduation and events, utilizing sound judgment to address issues or escalate them as necessary.

  2. Maintain and oversee accurate student and event records:

    Ensure the timely processing and upkeep of student and event documentation, validating data and rectifying discrepancies in partnership with other departments.

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

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

  5. Conduct routine evaluations to ensure the successful delivery of graduation and event services, addressing any issues that may arise.

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

  7. Provide guidance to students and staff on matters related to graduation, including procedures, regulations, and available services.

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

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

  10. Participate in initiatives aimed at improving graduation services and events, contributing to project planning and reviews focused on enhancing customer experience and operational efficiency.

  11. Perform additional duties as necessary, including engaging in training and professional development activities to remain informed about best practices and industry developments.

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 capacity.


Desirable:

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


Skills
Essential:

C1 Exceptional organizational abilities, capable of managing multiple events with varying parameters and strict deadlines.

C2 Strong interpersonal and communication skills, enabling effective interaction with colleagues at all levels.

C3 Proficient customer service skills.

C4 Good 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 during events.

C7 High level of responsibility and initiative, with the capacity to work autonomously.


Desirable:

D1 Supervisory capabilities.

D2 Project management skills.


Experience
Essential:

E1 Demonstrated competencies required for this role, having acquired the necessary knowledge and skills in a similar position.

E2 Proven experience in delivering high-quality 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 in 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 member of the University of Glasgow, you will be part of an inclusive community that values ambition, excellence, integrity, and curiosity.

As a valued team member, you can expect a welcoming organizational culture that nurtures your talents and celebrates success.

A flexible approach to working is also encouraged.

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