Doctoral Training Programme Coordinator
2 weeks ago
As a key member of the University of Glasgow team, you will play a vital role in the efficient and effective administration 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.
2. Lead and manage the student recruitment and selection process, including preparing and advertising studentships, managing applications, and coordinating interviews. Record outcomes and contact applicants in a timely manner.
3. Provide administrative support to Principal Investigators and academics, creating and developing efficient processes to enhance service delivery. Contribute to the design of courses and contribute to the development of programme handbooks.
4. Organize and clerk DTP committees, drafting agendas, collating papers, and taking minutes. Proactively follow up on actions and ensure timely completion of tasks.
5. Plan, coordinate, and deliver lab rotations, mini-projects, DTP training programmes, and other events. Evaluate feedback to ensure consistency and review improvements.
6. Act as the first point of contact for student queries, providing financial aid and resolving issues. Ensure students have access to all relevant services within the University, including resource spaces and documentation.
7. Collaborate with academic and administrative colleagues to create programme handbooks and update them annually. Research, collate, and edit material for inclusion in reports and documents.
8. Establish a communication network for students, Principal Investigators, and supervisors across partner institutions. Maintain up-to-date web pages and other relevant DTP media platforms. Lead on induction programmes and events, as well as training content and setup.
9. Ensure compliance with University procedures, regulations, and legislation. Influence operational decision-making and work with the DTP team to provide administrative support.
10. Undertake any other reasonable duties as required by the DTP Manager.
Knowledge, Qualifications, Skills, and Experience
Essential:
A1. Ability to demonstrate the competencies required for this level of post, acquired through personal development and progression 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 such as 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, while influencing others to adopt solutions.
C10. Ability to manage multiple projects and schedule, prioritize, and balance workload to meet deadlines.
Desirable
D1. Experience of MyCampus.
D2. Experience of Agresso.
D3. Experience of Joint Electronic System (JeS).
D4. Experience of creating and managing websites using T4 or similar.
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.
Terms and Conditions
Salary: Grade 6, £32,332 - £36,024 per annum. This post is full-time and open-ended. As part of Team UofG, you will be a member of a world-changing, inclusive community that values ambition, excellence, integrity, and curiosity. The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.
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