Centre for Data Science and AI Administrator

Job Purpose
Responsible for the effective and efficient administrative support for the Centre for Data Science and AI . The successful candidate will work closely with the Centre Manager, Programme directors and colleagues in Research Support across the University, to create and maintain relations with external partner organisations, working with the Knowledge Exchange Officer and internal and external stakeholders to contribute to reporting.

Main Duties and Responsibilities
1. To provide dedicated administrative support to the Centre for Data Science and AI team.
2. Support Centre Director and Programme Directors with the creation and maintenance of the Centre risk register, GANTT chart, Action Logs etc in support of overall activities.
3. To proactively identify opportunities to improve administrative systems, processes and procedures in order to improve the management of the Centre.
4. Develop and maintain the Centre website and creatively manage social media content.
5. Provide support for ethics applications, through liaising with specialist staff.
6. Undertake any other relevant management support duties as required.
7. To be the first point of contact for all student and staff queries relating to the Centre for Data Science and AI or specific Programme,
8. Responsible for the management of the Centre email boxes, Teams Channel, and to provide effective advice, guidance, and resolutions to enquiries.
9. To Be the key contact for HEI partners to support the service of the Centre.
10. To use judgement, in a proactive way, to deliver a quality service including answering queries, providing information and guidance, resolving issues and allaying concerns as they arise.
11. To plan, coordinate and manage administrative activities that support and maintain the delivery of activities assigned by the core management team and extended leadership board of the Centre the calendar of events.
12. To work as part of a cross-institutional team to support the ambitious delivery, management, and administration of the researcher career development programme, bid development.
13. To ensure an excellent service delivery to all students, staff and partners by drawing on expert knowledge and experience to problem solve and take accountability for issues that arise.
14. To actively contribute ideas and initiatives that ensure an excellent research collaboration experience for the research community across the University.
15. Working with the Centre Manager to support and organise the workshops, seminars, events and conferences and manage travel arrangements for UofG researchers and external visitors.
16. Support the operational financial processes, including raising purchase orders, processing student expense claim forms and providing status reports as required.
17. Support the administration of an effective recruitment programme, including operational aspects of application data processing, assisting in monitoring progress, maintaining the recruitment tracker database.
18. To take minutes, and manage all records and files associated with the Centre, liaising with the extended leadership board and advisory board.
19. To update webpages, handbooks, and social media to support the centre specific marketing and communication strategy.
20. The Centre professional staff, including the Centre Administrator, will sit within the University Research Services Directorate, there primary responsibility will be to the Centre, however they will also have the opportunity to engage with staff across Research Services, and participate in training etc.
21. Performing other duties as requested, consistent with the grade level of the position and agreeing appropriate prioritisation of work with line management.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar role(s). Or: Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

Desirable:
B1 Knowledge of Data Science and AI ecosystem
B2 Knowledge of UK Higher Education.

Skills

Essential:
C1 Proven skills in planning, organising and prioritising effectively.
C2 Excellent interpersonal skills, able to handle sensitive situations with tact and diplomacy.
C3 Excellent communication skills both oral and written.
C4 Excellent IT skills including a detailed operational knowledge of spreadsheets and databases.
C5 Self-motivated with proven ability to work effectively with little supervision.
C6 Ability to work as part of a team.
C7 Proven ability to deliver projects on time to pre-determined deadlines.

Experience

Essential:
E1 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve issues.

Desirable:
F1 Experience of PGR or Finance administration, supporting both staff and students.
F2 Previous experience of other software packages supporting enquiry management, student records and financial transactions such as My Campus, t4, Agresso.

For a confidential informal conversation in relation to this role or the Centre for Data Science and AI, please contact Professor Ana Basiri [email protected]

Terms and Conditions
Salary will be Grade 5, £25,138 – £29,605 per annum pro rata.

This post is part time (17.5 hours per week) and and is fixed term for 3 years.

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.
2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension  , benefits and discount packages.
3 A flexible approach to working.
4 A commitment to support your health and wellbeing , including a free 6-month UofG Sport membership for all new staff joining the University.

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 here 

We endorse the principles of Athena Swan  and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.

Closing Date: Thursday 4th April 2024