Events/Project Coordinator

Job Purpose

To develop, and co-ordinate the delivery of a wide range of milestone projects / activities and events for the Adam Smith Business School, ranging from themed years to anniversary celebrations / commemorations. The Project Coordinator will provide dedicated support to the project management teams and leads and coordinate a range of activities to deliver successful projects and events that further the School’s brand & reputation.

Main Duties and Responsibilities

1. Organise the end-to-end planning and delivery process for a range of projects / activities and events. Effectively plan and organise all necessary elements which may include budgeting, registration, enquiries, venues, catering, social programme, student helpers, transport and logistics to ensure the project is successful.

2. Coordinating and troubleshooting any logistical and operational issues as and when they arise whilst ensuring the University’s reputation and profile is properly maintained throughout. Respond to unforeseen issues and seek resolution where possible.

3. Conduct briefing meetings with all service providers to ensure they are fully informed on what is required and consequently are able to devise suitable operational schedules. Communicate relevant feedback to ensure continuous improvement of the quality of service provision. Briefings will include running order, final information, safety announcements and identification of staff members responsible for delivering each section of the service.

4. Clerk and contribute to formal organising meetings, and meet with service providers, external suppliers, internal university teams and various others to ensure that the event is managed effectively and that all stakeholders have ownership. During these meetings highlight potential issues; share confidential/security information; discuss protocol and share expectations.

5. Work closely with colleagues to ensure consistent marketing and branding of projects. Manage all promotional materials and marketing collateral associated with the projects. Liaise with internal and external suppliers to develop a range of branded items to be used as promotional gifts.

6. Work closely with colleagues to ensure appropriate communication, including digital communication, to publicise events and ensure effective follow-up, evaluation and development of events and contacts afterwards.

7. Develop and contribute to an overall calendar of milestone and themed projects / activities and events to ensure an appropriate and planned schedule throughout the session.

8. Undertake other tasks and ad hoc duties in line with the post as required.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 SCQF level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent.

A2 An understanding of the principles of customer relationship management and project / events management.

Desirable

B1 Knowledge of marketing and communications.

Skills

Essential

C1 Proven ability to plan, organise and prioritise tasks.

C2 Excellent communication and interpersonal skills.

C3 Excellent organisational skills and the ability to work to deadlines.

C4 Ability to work on own initiative and within a team.

C5 Excellent attention to detail.

C6 Ability to build effective working relationships with both internal and external colleagues.

C7 Negotiation and persuasion skills.

C8 Excellent problem-solving skills.

C9 Highly effective user of Microsoft Office suite (Excel, Word, Outlook, PowerPoint).

C10 Strong customer service skills.

C11 Ability to work flexibly and adapt to changing environments.

C12 Project coordination experience.

Desirable:

D1 Experience of using content management systems.

D2 Experience of using delegate management systems.

Experience

Essential:

E1 Events coordination experience.

E2 Relevant experience of personal development in a similar role.

E3 Experience of organising high-profile events.

E4 Experience of managing a wide and varied workload with the ability to prioritise and complete tasks meeting assigned deadlines.

E5 Experience of using social media to promote activity and information and digital copy writing.

E6 Experience of dealing with external agencies and suppliers.

E7 Experience of purchasing goods and services.

Desirable:

F1 Experience working in a higher education institution.

F2 Marketing experience in higher education.

F3 Experience of working on virtual and hybrid events.

Terms and Conditions

Salary will be Grade 5, £23,715 – £27,929 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.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/

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