Graduate School and Dt Hub Events Coordinator - Glasgow, United Kingdom - University of Glasgow

University of Glasgow
University of Glasgow
Verified Company
Glasgow, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

Job Purpose

To provide professional guidance, support and coordination for the development, implementation and organisation of events spanning external engagement (academic, industry and funder relationships), postgraduate research (PGR) student induction, orientation and engagement, and related activity within the Graduate School and Doctoral Training Hub (DT Hub).


Main Duties and Responsibilities

  • To provide specialist knowledge in event management expertise within the College Graduate School and Doctoral Training Hub.
  • To manage the end-to-end service delivery for event planning, from brief and creative input to evaluation and future planning.
  • Responsible for the organisation and operational delivery of events including speakers/participants, venue, technical, catering, and risk assessment requirements, liaising with various University departments and external suppliers.
  • To maintain high-quality event management information including, but not limited to, updating participant information, compiling guest lists, producing table plans, name badges and registration lists.
  • Responsible for production of event proposals, delivery plans, briefing notes and post event evaluation reports for all managed events. Produce summary reports for each event including event budgeting, attendance records and other information relating to event objectives, actively recommending, and implementing agreed improvements if required.
  • Operate within pre agreed budgets, using delegated responsibility for efficient, effective and appropriate expenditure which demonstrates value for money.
  • Responsible for maintaining up-to-date attendee and event information, in line with GDPR compliance.
  • Utilise and analyse event feedback and market trends to review the effectiveness of key events and inform future event portfolio planning, making recommendations to senior colleagues such as improvements or the creation of new or disbanding of existing events.
  • Oversee and coordinate event related activity across the Graduate School and DT Hub, working with professional services and academic colleagues to ensure an organised and efficient calendar of events throughout the academic year.
  • Other duties as directed by the Deputy DT Hub Manager (line manager) and requested by CDT Directors.

Knowledge, Qualifications, Skills and Experience

Knowledge and Qualifications

Essential

A1 Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

A2 Strong Microsoft Office knowledge, especially Word and Excel.
A3 Strong knowledge of systems to support event management, for both physical and online activities e.g. Eventbrite, Zoom, MS Teams.
A4 Knowledge of key relevant legislation, e.g. GDPR and Health & Safety regulations.


Desirable
B1 Knowledge of the University of Glasgow systems, e.g., T4.
B2 Knowledge of CDTs in Higher Education.


Skills

Essential
C1 Strong organisational skills; ability to work under pressure, prioritise own workload and meet tight deadlines.
C2 Ability to respond and adapt to changing priorities.
C3 Excellent communication skills, both verbal and written.
C4 Highly developed and proven interpersonal skills.
C5 Proven initiative and judgement to identify priority issues and problem solve.
C6 Ability to coordinate multiple people and resources to deliver an outcome (without having own line management authority).
C7 Ability to review and improve processes and procedures.
C8 Strong financial understanding and budget management skills.


Desirable
D1 Ability to promote events and generate publicity, both internally and externally.


Experience

Essential
E1 Relevant work experience in event scoping, design, coordination and management.
E2 Experience of delivering events and activities for groups both internal and external to your organisation.

E3 Experience of working with a wide variety of colleagues and key contacts, both internal and external to your immediate team/department/organisation.

E4 Experience of working within set event budgets, monitoring and reporting on costs and income.


Desirable
F1 Experience within a higher education setting.
F2 Experience of working with research focused academics.
F3 Experience of delivering events linked to PGR student engagement.


Terms and Conditions
Salary will be Grade 6, £30,502 - £34,308 per annum.
This post is full time (35 hours per week) and open-ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

3 A flexible approach to working.
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