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Position: Research Administrator - Policy
Institution: University of Glasgow
Department: School of Engineering
Location: Glasgow, Scotland, United Kingdom
Duties: Provide specialist research policy support for the School of Engineering and specialist administrative support to the Director of Research and Heads of Research Divisions (HoRDs) to assist them in developing policy and strategy for the Research Divisions
Requirements: SCQF Level 8 (HND, SVQ Level 4) or equivalent plus typically a strong track record of relevant work experience. Knowledge and understanding of the academic research environment, College and University (or similar) policies, procedures and systems obtained through extended work and study practice. Knowledge of research project funding and management. Knowledge of fundamentals of research grants administration and management in HEIs. Knowledge of the Data Protection Act and general data protection best practice. Knowledge of T4 web development or similar CMS
   
Text: Research Administrator (Policy) Reference Number 024107 Location Gilmorehill Campus / Main Building College / Service COLLEGE OF SCIENCE & ENGINEERING Department SCHOOL OF ENGINEERING Job Family Management Professional & Administrative Position Type Full Time Salary Range Job Purpose Provide specialist research policy support for the School of Engineering and specialist administrative support to the Director of Research and Heads of Research Divisions (HoRDs) to assist them in developing policy and strategy for the Research Divisions. Main Duties and Responsibilities 1. Provide day-to-day administrative and specialist support to the Director of Research and Heads of Research Divisions, both devising and managing appropriate systems in line with University policy and procedures. Provide administrative support to Heads of Research Division in organising and managing external facing events (eg industrial advisory board, research conferences; symposia; research workshops; visits). 2. Act as Clerk to the School Research Committee, Prizes Committee and to meetings of the five Research Divisions. To be accountable for the preparation and drafting of papers, advising Committee members of issues and ensuring follow-up actions are completed. 3. Develop and produce management reports for the Director of Research and Heads of Research Divisions on research activity across the School and to benchmark the School with peer institutions. To assist the Director of Research in identifying and developing new strategic funding opportunities that align with the School’s Research Strategy. 4. Support the Director of Research and School Impact Champion by making a significant contribution to the planning and strategic development of Engineering’s REF2021 submission including publication strategy, research environment and impact. To assist in the drafting of the final submission and impact case studies. 5. Identify, publicise and effectively communicating the School’s research impact, to both internal and external stakeholders, through various communication tools (eg website; blog; Twitter). Responsible for liaising closely with all relevant parties, in particular with the School Impact Champion, in the development of impact case studies ultimately for REF2020, but also for other publicity purposes. In particular: - assist in drafting and finalising case studies highlighting the School’s research impact, liaising with academic staff for updates, reviews or queries - assist in compiling supporting evidence for case studies, obtaining, tracking and reviewing evidence; - assist with research communications and marketing activities, including assisting with editorial work; ideas generation; Website content; leaflets and other promotional/publicity material and events if appropriate. 6. Supporting interaction in a proactive manner with the relevant internal and external stakeholders to support the School’s strategic ambition to develop stronger links with industrial and research collaborators. 7. Track all aspects of research publications and coordinate and implement the School of Engineering’s open access arrangement for research data in collaboration with the Library, resolving problems in a timely fashion. Liaise with Director of Research to develop the open access arrangement for the School’s research dissemination activities. 8. Support the Director of Research and Heads of Research Division in developing appropriate mechanisms for and coordination of accurate and rapid flow of information to academic staff in the School regarding all aspects of research opportunities and policy. Liaise with the Research Strategy and Innovation Office as well as the School and College Business Development Managers and the TRM function in supporting the School Research Strategy to increase research grant capture. Ensure strong lines of communication on all aspects of research activity with staff in the School. 9. Lead the development of and manage the internal and external profile of the School’s research activities, coordinating with the research committee, key researchers, external relations and web administrators/developers. 10 Provide administrative support for the new Engineering Building project in the development of the vision, ambition and business case. Co-lead the Communications and Internal Engagement work-stream. 11. Undertake other appropriate duties as assigned by Head of School Administration and Deputy Head of School Administration (Resource Management). 12. Support the research and knowledge exchange strategy of the School as directed by the School Management as new opportunities and activities emerge. Knowledge, Qualifications, Skills and Experience Knowledge / Qualifications Essential A1 SCQF Level 8 (HND, SVQ Level 4) or equivalent plus typically a strong track record of relevant work experience A2 Knowledge and understanding of the academic research environment, College and University (or similar) policies, procedures and systems obtained through extended work and study practice A3 Knowledge of research project funding and management A4 Knowledge of fundamentals of research grants administration and management in HEIs A5 Knowledge of the Data Protection Act and general data protection best practice A6 Knowledge of T4 web development or similar CMS Desirable B1 Knowledge and experience of administrative processes, policies and systems within the University of Glasgow B2 Knowledge of Agresso financial management system B3 Experience as a practising research scientist or engineer Skills Essential C1 Excellent up-to-date IT skills, including advanced excel skills (pivot tables and charts) and proven ability to use Microsoft Office suite and relevant financial IT systems (or equivalent) C2 Proven numeracy skills C3 Excellent grammar and minute writing skills C4 Excellent financial planning, budgeting and administration skills to collate, interpret and report financial information C5 Ability to create and operate software systems for compiling and manipulating databases and spreadsheets, including the use of formulae and data integrity checks C6 Proven ability to write independent documents and produce written reports for internal and external circulation C7 Ability to work independently, able to discharge responsibilities while successfully working as a member of a team C8 Excellent interpersonal skills, able to work with colleagues at all levels and in particular with senior academics and members of senior management C9 Proven ability to use tact, diplomacy, discretion and confidentiality C10 Flexibility and willingness to adapt to changes C11 Proven problem solving skills as well as proactive approach to work C12 Self-motivation and experience of successfully applying initiative C13 Ability to think logically and constructively, knowing when to refer to others for help C14 Proven organisational and time management skills - ability to manage and prioritise a busy workload, responding to changing pressure as appropriate, acting calmly and methodically within a pressurised environment Desirable D1 Web skills D2 Knowledge of the UK and EU research funding systems Experience Essential E1 Sufficient relevant work experience or evidence of progression and development gained through sufficient relevant work experience E2 Demonstrable experience of supporting academic research, or evidence of other relevant experience E3 Demonstrable experience of working with spreadsheets, databases and data analysis E4 Proven experience of problem solving, planning, organising and setting priorities E5 Proven decision making, involving independent analysis and judgement E6 Evidence of financial administration of a large project and/or activity/function E7 Experience of leading and driving research initiative administration Desirable F1 Experience of producing detailed financial reports/statistical analysis including graphs, charts and tables F2 Experience and understanding of GU central databases and systems Job Features Dimensions The School of Engineering comprises 5 Research Divisions, currently managing grant awards totalling £39m (October 2018). The School’s 109 Research staff have considerable research grant activity spanning funding bodies across a large variety of networks world-wide. Research grant capture in 2017-18 was £22m. Due to long lead in times of research proposals, the postholder will liaise extensively with the Director of Research and the 5 Heads of Division to develop and implement a School research strategy which will ensure a sustained research grant capture in the order of £20m per annum. Planning and Organising Independently plan, set and prioritise activities involved in a large workload, reconciling conflicting priorities to ensure deadlines are met. Plan ahead to meet short-term and long-term deliverables and ensure that the overall project deliverables are met within the project timescale. Develop and implement systems as appropriate. Plan the gathering, reconciliation and presentation of information for HoS, HoSA, Director of Research and Heads of Research Division. Decision Making Provide detailed advice and specialist guidance to staff on University policies and procedures as appropriate. Play a role in decision making in developing School research strategies. Exercise daily initiative and judgement in resolving problems. Internal/External Relationships Internal: Communicate by email and in person with a variety of people at College and School level, including School Director of Research, Heads of Research Division, Head of School, individual PIs. School administration office and other internal stakeholders from central University services such as finance, RSIO and College finance and HR officer. External: Communicate effectively with stakeholders in external organisations including funding bodies, sponsors, EU personnel, UK , European and international research organisations, Scottish and UK governments. Problem Solving Resolve operational issues which arise as a result of differences in policies and procedures. Work proactively to anticipate and resolve complex matters. Standard Terms & Conditions Salary will be on the Management, Professional and Administrative Grade, level 6, £28,660 - £32,236 per annum. This post is full-time (35 hours p/w) and fixed-term initially to cover maternity on a month-to-month basis up to 6 months or until the substantive postholder returns from maternity leave, or in the event of her resignation, whichever date is earlier. For current University of Glasgow employees the School would consider a secondment opportunity for this post. Applicants should seek clearance for release for secondment from their line manager before making formal application. New entrants to the University will be required to serve a probationary period of 6 months. The successful applicant will be eligible to join the Universities’ Superannuation Scheme. Further information regarding the scheme is available from the Superannuation Officer, who is also prepared to advise on questions relating to the transfer of Superannuation benefits. Vacancy reference: 024107, closing date 31 January 2019. It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment. We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity The University of Glasgow, charity number SC004401.
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