Operations Coordinator

Job number

**NAT01918**
- Faculties

**Faculty of Natural Sciences**
- Departments

**Department of Physics**
- Salary or Salary range

**£45,700 - £55,240 per annum**
- Location/campus

**South Kensington Campus - Hybrid**
- Contract type work pattern

**Full time - Open ended**
- Posting End Date

**13 Mar 2025**

**About the role**:
Are you a detail-oriented professional with strong financial acumen and a passion for operational efficiency? Join our newly established Department Knowledge Hub as an Operations Coordinator, ensuring the smooth running of financial and research administration processes. Your role will be critical in maintaining effective financial oversight, supporting research grants, and improving operational workflows.

You will work closely with colleagues across the Department, ensuring interconnected activities that enhance financial processes, research management, and strategic planning. The role requires a high level of accuracy, discretion, and confidentiality when handling financial and research-related information.

**What you would be doing**:

- Financial Oversight and Management_
- Monitor Departmental budgets, ensuring expenditures align with institutional guidelines.
- Conduct monthly account reconciliations and manage financial queries.
- Oversee PhD studentship funding, tracking expenditure, and ensuring grant compliance.
- Maintain accurate financial records and provide reports for leadership.
- Post-Award Research Management_
- Work with the Operations Co-ordinator (pre-award) to manage the transition from pre-award to post-award research administration.
- Monitor financial activity, track reporting deadlines, and provide budget oversight.
- Act as a key liaison between researchers, administrators, and funding agencies.
- Support internal and external audits by ensuring compliance documentation is maintained.
- Analysis, Reporting & Cross-Team Collaboration_
- Maintain financial and research-related databases.
- Assist with financial planning and institutional reporting needs.
- Help design and maintain a Departmental SharePoint Information Portal for finance and research administration.
- Contribute to process improvements and policy dissemination.

**What we are looking for**:
Essential:

- Degree-level education or equivalent professional qualification.
- Administrative and/or finance experience, preferably in research or higher education.
- Knowledge of financial management, control, and administration within large organizations.
- Experience in financial administration, budgeting, and financial reporting.
- Experience with procurement and purchasing systems.
- Strong customer service experience.
- Excellent written, numerical, and verbal communication skills.
- Ability to report financial information to both financial and non-financial staff.
- Strong analytical, problem-solving, and IT skills
- Excellent organizational, time management, and multitasking skills.
- Ability to work under pressure, prioritize tasks, and meet deadlines.
- Strong interpersonal skills and ability to build stakeholder relationships
- Attention to detail and ability to work independently and as part of a team.

Desirable:

- Accounting qualification (e.g., AAT).
- Experience with data analysis, reconciliations, and audit requirements.
- Knowledge of UK research funding and post-award administration.
- Experience using finance and data management systems (e.g., Oracle, PowerBI, SharePoint).

**What we can offer you**:

- The opportunity to continue your career at a world-leading institution and be part of our mission to continue science for humanity.
- Grow your career: Access to the Imperial People & Organisational Development Centre (POD)
- Sector-leading salary and remuneration package (including 39 days off a year and generous pension schemes).

**Further information**:
Visit our webpages for more information about the Department of Physics

**Available documents**:

- Attached documents are available under links. Clicking a document link will initialize its download.- Please note that job descriptions are not exhaustive, and you may be asked to take on additional duties that align with the key responsibilities mentioned above.

**About Imperial**:
Welcome to Imperial, a global top ten university where scientific imagination leads to world-changing impact.

Join us and be part of something bigger. From global health to climate change, AI to business leadership, here at Imperial we navigate some of the world’s toughest challenges. Whatever your role, your contribution will have a lasting impact.

As a member of our vibrant community of 22,000 students and 8,000 staff, you’ll collaborate with passionate minds across nine London campuses and a global network.

This is your chance to help shape the future. We hope you’ll join us at Imperial College London.

**Our Culture**:
Our values are at the root of everything we do and everyone in our community is expected to demonstrate respect, collab