Group Coordinator X2

2 weeks ago

University of Warwick, United Kingdom University of Warwick Full time

2 x Permanent positions, 36.5 hours per week.

Interview Date: TBC.

**JOB PURPOSE**

To provide professional administrative and secretarial services to the Heads of Group and all other staff within the Groups, including customers of the Groups and School.

**DUTIES & RESPONSIBILITIES**

**Group Administration**
- To provide PA support for the Heads of Group and administrative support for other academic members of the Groups, liaising with the Group Administrator where necessary to manage the workflow in the Groups.
- To communicate professionally and effectively with internal staff and external partners to ensure successful interaction and outcomes.
- To manage the organisation and preparations for termly Group meetings and annual Group led Away Days.
- To order all office equipment and consumables including work closely with the WBS Solutions team for the purchase of non-standard IT requirements.
- Coordinate conference arrangements for all Group members including obtaining the necessary authorisations and requesting conference registration.
- To respond to internal and external queries as first point of contact for the Groups.
- To maintain and update the development of the Group websites.
- Support the integration of PhD students into the Groups.

**Financial Procedures**
- To advise and support academic group members on the use of University Financial Procedures and systems including OPeRA, Concur and the Research Allowance system.
- To monitor budgets for research grants and research allowances
- Responsibility for recording and monitoring the Group budget and flagging any issues/discrepancies with the Group Administrator / Head of Group / Finance as appropriate.

**Bought-in Teaching (including Teaching Associates)**
- To coordinate the nomination process for an Associate Fellow or Visiting academic.
- To coordinate the Teaching Associate nomination and renewal process for the Subject Groups.
- Organise payment to external providers (including PhD students) for teaching related and other activities ensuring the correct forms are completed and authorised
- To coordinate as directed by the Head of Groups / Group Administrator Requests to Engage forms for Group Bought in Teaching. Arrange and monitor payments of fees and related expenses.
- Monitor the Group BIT budgets discussing any anomalies with the Group Administrator
- To provide support and advice to the Heads of Group / Group Administrator with the on-going management of the Group teaching plans, including populating and maintaining relevant sections of the ABM and related module information on MIS, with direction from the Head of Groups.
- Contact PhD students regarding their availability for teaching in accordance with their scholarship, advising the Heads of Group or Module Leaders and then contacting the students to confirm their teaching commitments for the academic year.

**Recruitment**
- To coordinate the administrative support for the academic recruitment process within the Subject Groups, including arrangements for the interview days.
- Work with Group Administrator and Heads of Group to arrange induction for new academic and support staff within the groups.

**Seminars**
- Arrange meetings and seminars for the Groups and schedule dates to minimise clashes with associated teaching, research, and non-Group events, such as: programme/course team meetings; research seminars; major WBS meetings and teaching.

**Line Management**
- Supervision of daily work for Assistant Group Coordinator.

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