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Project Coordination Specialist
2 months ago
The Project Coordination Specialist will deliver extensive project and administrative assistance to the Project team engaged in one of the university's intricate multi-million pound strategic initiatives.
The JWNC2 Strategic Initiative aims to secure funding for the relocation of the James Watt Nanofabrication Centre (JWNC) from its existing 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 seamless execution of project tasks and maintaining effective communication both internally and with partner organizations and senior stakeholders from various sectors across the UK.
Key Responsibilities 1.Administer project activities for the JWNC2 Strategic Initiative, 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 drafting 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 when appropriate.
4. Support the Project Manager by maintaining project documentation, including risk assessments and project timelines and schedules. 5.Organize virtual and in-person meetings for stakeholders, ensuring all necessary pre-meeting arrangements are in place, such as booking venues, catering, equipment, and preparing and distributing agendas and related documents.
6. Provide diary management and occasionally arrange travel for the Project Leader, proactively anticipating and resolving scheduling conflicts. 7. Prepare documents, presentations, and reports according to clear guidelines, and coordinate communications using established formats and standard software applications. 8.Monitor purchase requisitions, commitments, and expenditures within the budget, ensure deliveries are recorded appropriately, manage expense claims for project team members, and maintain spreadsheets to ensure they are current 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 grade, 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 position 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 Understanding of funding application processes and funder guidelines.
B3 Familiarity with 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 skills with the ability to manage a demanding and varied workload.
C3 Ability to work effectively under pressure to meet deadlines and adapt effectively 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 skills in using Office Software, including Excel, Word, and PowerPoint.
C7 Proven ability to work independently and as part of a team.
C8 Initiative and judgment to resolve problems independently. Experience Essential E1 Proven experience in project administration or a similar or related role.
E2 Experience of working independently and resolving unforeseen issues and challenges.
E3 Experience of committee clerking and minute-taking.
E4 Experience of tracking budgets, with support from specialist staff.
E5 Experience working with stakeholders and external partners.
E6 Experience of working with Agresso or a similar accounting system.
E7 Experience of coordinating events, such as seminars, networking events, and community engagement activities. Desirable F1 Experience in the Higher Education environment.
F2 Experience in using project management methodologies and systems.
F3 Experience in preparing documentation for sharing.
Additional Information
As a valued member of our team, you can expect a welcoming and engaging organizational culture, where your talents are developed and nurtured, and success is celebrated and shared. Expect an excellent employment package with generous terms and conditions including leave for full-time staff, pension benefits, and discount packages. A flexible approach to working is encouraged, along with a commitment to support your health and wellbeing.
We believe that we can only reach our full potential through the talents of all. Equality, diversity, and inclusion are at the heart of our values. Applications are particularly welcome from across our communities, especially individuals from under-represented groups.
We endorse the principles of equality and diversity within our community and are investing in our organization, as well as in you.
