Doctoral Training Programme Coordinator

1 month ago

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

Provide efficient and effective administrative management and coordination of Doctoral Training Programme (DTP) Awards, including recruitment of students, financial management, and coordination of lab rotations/projects.

Main Duties and Responsibilities
  1. Monitor DTP budgets to ensure no overspend, review spend against available funding, and provide regular updates as required.
  2. Produce regular budget reports with detailed financial forecast information and spend profile for Principal Investigators (PI), grant holders, and funding bodies, ensuring all expenditure is eligible and in line with funder terms and grant conditions.
  3. Lead and manage the student recruitment and selection process of the DTPs, including preparing and advertising studentships, managing applications, and coordinating interviews.
  4. Provide administrative support to PI's and other academics, creating and developing administrative processes to enhance service delivery, and contributing to the design of courses.
  5. Organize and clerk DTP committees, drafting agendas, collating and circulating papers, taking minutes, and following up on actions.
  6. Lead on planning, coordination, and delivery of lab rotations and mini projects, DTP training programmes, and other events, evaluating feedback and considering improvements.
  7. Act as first point of contact for student queries, overseeing financial aid and assisting in resolving student issues and concerns.
  8. Ensure students have access to all appropriate services within the University, setting up resource spaces and utilizing systems such as Moodle and Microsoft Teams.
  9. Collaborate with academic and administrative colleagues to create programme handbooks for individual DTPs and update them annually.
  10. Research, collate, organize, and edit material for inclusion in reports and documents.
  11. Establish a communication network for students, PIs, and supervisors across partner institutions, ensuring web pages and other media platforms are up-to-date.
  12. Lead on induction programmes and events, training content, and setup, ensuring compliance with University procedures, regulations, and legislation.
  13. Work with DTP team colleagues across the MVLS DTP portfolio, providing administrative support with recruitment, induction, events, and general administration duties.
Knowledge, Qualifications, Skills, and Experience

Essential:

  • Able to demonstrate competencies required to undertake duties associated with this level of post, acquired through personal development and progression in a similar related role.
  • Extensive knowledge of developing and implementing administrative systems.

Desirable:

  • Understanding of funding and issues affecting postgraduate research student environment.
  • Good knowledge and understanding of relevant policies, legislation, and regulations and their impact on the College and the University.

Skills:

  • Excellent oral and written communication skills.
  • Excellent numeracy and financial management skills.
  • Excellent IT skills and use of bespoke systems such as Mycampus, Moodle, and Microsoft Teams.
  • Excellent planning and organizational skills with the ability to work independently and prioritize own work and targets.
  • Able to work proactively, multi-task, use initiative, problem solve, and manage tight deadlines in a changing environment.
  • Report and minute writing skills.
  • Analytical and problem-solving capability.
  • Highly developed and proven interpersonal skills, including tact, diplomacy, and discretion.
  • A creative and proactive approach to preventing and solving problems, while influencing others to adopt solutions.
  • Ability to manage multiple projects and schedule, prioritize, and balance workload to meet deadlines.

Experience:

  • Relevant administrative experience gained in a postgraduate educational setting.
  • Experience of servicing formal committees, including accurate minute-taking, timely collation and distribution of papers, and follow-through on actions.
  • Experience of providing high-quality advice on matters relating to service users' affairs and regulations/codes of conduct.
  • Process management experience at an appropriate level in a complex organization.

Desirable:

  • Experience of managing a complex multi-partner grant.
  • Experience of delivering strategic research training activities.
  • Financial management.

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