Doctoral Training Programme Administrator
4 weeks ago
As a key member of the University of Glasgow team, you will play a vital role in the efficient and effective administrative management of the Doctoral Training Programme (DTP) Awards. This includes the recruitment of students, financial management, and coordination of lab rotations/projects. You will be the primary point of contact for students and academic staff in partner universities, ensuring seamless communication and collaboration.
Main Duties and Responsibilities
1. Monitor DTP budgets to prevent overspending, reviewing expenditure against available funding and providing regular updates as required. Produce detailed financial forecast information and spend profiles for Principal Investigators, grant holders, and funding bodies, ensuring all expenditure is eligible and compliant with funder terms and grant conditions.
2. Lead and manage the student recruitment and selection process, including preparing and advertising studentships, managing applications through Mycampus, and coordinating interviews and outcomes. Provide administrative support to PI's and academics, developing effective processes to enhance service delivery and contributing to course design.
3. Organize and clerk DTP committees, drafting agendas, collating papers, taking minutes, and following up on actions. Plan, coordinate, and deliver lab rotations, mini projects, DTP training programmes, and other events, evaluating feedback and implementing improvements.
4. Act as the first point of contact for student queries, overseeing financial aid and resolving issues. Ensure students have access to relevant services, setting up resource spaces and utilizing systems like Moodle and Microsoft Teams.
5. Collaborate with academic and administrative colleagues to create programme handbooks for individual DTPs and update them annually. Research, collate, and edit material for reports and documents, as required. Be actively involved in establishing a communication network for students, PIs, and supervisors across partner institutions, maintaining web pages and other DTP media platforms.
6. Ensure compliance with University procedures, regulations, and legislation, influencing operational decision-making. Work with DTP team colleagues to provide administrative support for recruitment, induction, events, and general administration duties. Undertake other reasonable duties as required by the DTP Manager.
Knowledge, Qualifications, Skills, and Experience
Essential:
A1: Ability to demonstrate competencies required for this level of post, acquired through personal development and progression in a similar role. Or: Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, with experience of personal development in a similar role.
A2: Extensive knowledge of developing and implementing administrative systems.
Desirable:
B1: Understanding of funding and issues affecting postgraduate research students.
B2: Good knowledge and understanding of relevant policies, legislation, and regulations and their impact on the College and the University.
Skills
Essential:
C1: Excellent oral and written communication skills.
C2: Excellent numeracy and financial management skills.
C3: Excellent IT skills and use of bespoke systems like Mycampus, Moodle, and Microsoft Teams.
C4: Excellent planning and organizational skills, with the ability to work independently and prioritize own work and targets.
C5: Ability to work proactively, multi-task, use initiative, problem-solve, and manage tight deadlines in a changing environment.
C6: Report and minute writing skills.
C7: Analytical and problem-solving capability.
C8: Highly developed and proven interpersonal skills, including tact, diplomacy, and discretion.
C9: A creative and proactive approach to preventing and solving problems, influencing others to adopt solutions.
C10: Ability to manage multiple projects and schedule, prioritize, and balance workload to meet deadlines.
Experience
Essential:
E1: Relevant administrative experience gained in a postgraduate educational setting.
E2: Experience of servicing formal committees, including accurate minute-taking, timely collation and distribution of papers, and follow-through on actions.
E3: Experience of providing high-quality advice on matters relating to service users' affairs and regulations/codes of conduct.
E4: Process management experience at an appropriate level in a complex organization.
Desirable
F1: Experience of managing a complex multi-partner grant.
F2: Experience of delivering strategic research training activities.
F3: Financial management.
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