Events Officer - University of Warwick, United Kingdom - University of Warwick

University of Warwick
University of Warwick
Verified Company
University of Warwick, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description
Permanent, full-time position. 36.5 hours per week.


The Department of Statistics has a fantastic opportunity for an Events Officer (Research) to join our team to manage a portfolio of events in the Department of Statistics primarily through the Centre for Research in Statistical Methodology (CRiSM).


You should be educated to at least A-level standard with excellent communication, administration and IT skills, and a strong customer service ethos.

You will be a highly organised team player and have the ability to juggle a varied and demanding workload, proactively working to deadlines.

You will also need to have a head for figures and great attention to detail, as the role will involve planning, budget management to operational delivery.

You will enjoy interacting with a wide variety of people and take pride in providing high quality support. If you are passionate and committed and would love to work in an exciting and diverse university environment - come and join us


Interview Date:
TBC.


JOB PURPOSE


To manage a portfolio of events in the Department of Statistics primarily through the Centre for Research in Statistical Methodology (CRiSM), but also supporting other grant funded events.

This post supports a key component of the research strategy of the department, with responsibility for an extensive visitor and conference programme.

The post-holder, under the broad direction of the academic contact for an event, is responsible for the full cycle of the events, from initial consultation, planning, budget management to operational delivery.

Excellent working relationships with academic contacts, participants, visitors and colleagues within the University are essential.

under the supervision of the Executive Officer for the full cycle of the events, from initial consultation, planning, budget management to operational delivery.


DUTIES AND RESPONSIBILITIES

1. Conferences and Events

  • To be responsible for the management of all externally facing conferences and events hosted by the department. These will primarily be related to specific research areas but will also include for example wider alumni events and public lectures.
  • To establish excellent professional relationships with the academic leads, speakers and other delegates, prioritising and responding to the enquiries received.
  • To establish the event objectives in liaison with the academic lead/s, and be responsible for the scheduling, designing and planning of the event programme delivery with the relevant constraints (e.g. budgetary, speaker availability, facilities and accommodation.
  • Budget management: to manage conference registrations to ensure that best use is made of all available funding whilst avoiding overspends by iteratively forecasting, monitoring and adjusting expected expenditure, taking into account individual delegates ability to fund themselves (fully or partially) from their own sources. To use the conference management database (in Access) together with SAP and Excel to analyse information and achieve optimal outcomes.
  • To provide budgetary and scheduling advice to the academic lead/s on conference options and on relevant funder and University financial regulations, abiding by the regulations were possible and otherwise, making the case for dispensation from the regulations.
  • To ensure the travel and subsistence claims of delegates and visitors are appropriately coded and dealt with in accordance with any previously agreed guidelines; sensitively managing situations with delegates where required to avoid individual budget overspends.
  • To create internal trading journals related to conferences and to ensure that credit/charge transactions are dealt with in a timely manner and that charged are posted (via journals) to the correct cost codes.
  • To be responsible for database records for operational and marketing purposes and the production of other marketing material for each event (e.g. delegate packs and electronic media).
  • To be responsible for the booking of accommodation for delegates and delivered or other catering. To liaise with relevant providers such as Warwick Conferences, Food and Drink and external restaurants.

2. Visitors

  • To advise academic hosts and visitors on relevant HR procedures for visitors, liaising with HR/immigration as required.
  • To provide advice and information for all current and prospective visitors, arranging accommodation when required and allocating office desks and IT accounts where required, optimizing the available space to maximize usage.

3. Other

  • To ensure continuous improvement in system and procedures by assessing and creating new routines of work. This includes for example definition of local conference management database development needs and providing expertusers information to IT contractors to implement solutions.
  • To undertake other tasks commensurate with the post's grade as required by the line manager, Senior Project Manager or Head of Administra
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