Job Purpose
The Living Laboratory Events Coordinator will provide professional support to the Living Laboratory to effectively deliver a portfolio of events. Working with a range of internal and external partners, you will take lead responsibility for events from inception to delivery and will also provide post-event evaluation.
Main Duties and Responsibilities
1. To maintain responsibility for the logistics, operations and administration of events within the Living Laboratory's events programme and lead on the setting up of registration systems for events where required.
2. To take a lead role in the organisation on the day of face-face events and hybrid, ensuring that they are delivered smoothly. To include liaison with event venues, organising suppliers where required (eg AV, staging, catering etc), setting-up and being responsible for registration, and dealing with any problems in a professional manner. To assist & support speakers and facilitators (this can include booking travel, accommodation, compiling presentations).
3. To take responsibility for mediating online events, to include technical set-up and problem solving, mediating Q&A sessions, in-meeting chat and online polling etc.
4. To liaise in a professional and efficient manner with the lead team members on each project, organise steering groups and the meeting schedule for each event and to handle queries from prospective speakers, participants and attendees.
5. To ensure that an event plan is produced for each event and oversee the production of event materials. To oversee the invitations and marketing & social media messaging for your designated events and to ensure that events are promoted on the Living Laboratory website.
6. To organise post-event administration (including event analysis and reporting) and post-event participant communication.
7. To record expenditure and income and maintain event budgets and to ensure accurate records are kept of all aspects of the event and that the database is up to date and where appropriate, to deploy assigned resources and devolved budget responsibility to ensure operational and cost efficiency.
8. To provide advice to academics and other stakeholders on area of specialism to ensure compliance with University procedures, regulations, legislation and / or to influence operational decision-making, as appropriate and to deliver a range of specialist services, resolving issues independently and, where appropriate, recommending alternative courses of action to maximise service quality, efficiency and continuity.
9. The post holder will, from time to time, be required to undertake other duties of a similar. nature as may reasonably be required by the line manager.
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 related role(s). Or: Educated to at least 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 Knowledge of privacy and data protection issues and understanding of the requirements of working with personal and confidential information.
A3 Extensive and in-depth knowledge and experience of events management processes and procedures, and experience of specialised equipment, software, policies and procedures relevant to the role. Including Overview of technical requirements for hybrid and face-to-face events to aid effective communications with in-house AV team and external suppliers, and ensure properly resourced events
A4 Knowledge of events safety protocols. Understanding of relevant health and safety policies and procedures relative to the role, and the quality outputs and standards required.
Desirable
B1 Events Management qualification.
B2 Knowledge of the use of Eventbrite.
B3 Knowledge of University or Higher Education procedures, such as policies, processes and procedures.
B4 Knowledge and familiarity with virtual events platforms.
Skills
Essential
C1 Excellent oral and written communication skills, including tact, diplomacy and discretion;
C2 Proven analytical skills including the ability to review and digest complex information, to summarise conclusions and provide recommendations for consideration by senior management;
C3 Excellent organisational, planning and problem-solving skills;
C4 Ability to exercise initiative, working independently to progress projects and propose innovative solutions, referring to senior management as required;
C5 Highly developed eye for detail and accuracy;
C6 Demonstrated ability to set priorities and work with diplomacy and efficiency in a highly pressured environment;
C7 Excellent interpersonal skills, including the ability to act positively with staff, and a wide range of external contacts at all levels;
C8 Ability to plan and organise complex projects and events;
C9 Excellent IT skills including the use of Microsoft Office suite;
C10 A professional, flexible and helpful manner and the ability to remain calm and patient under pressure;
C11 Strong organisational skills with experience of prioritising a varied workload and meeting deadlines using own initiative and with minimal supervision;
C12 The ability to work flexibly – some evening and weekend work will be required on occasion.
Experience
Essential
E1 Extensive experience of working in events, either within an HE institution or within another events environment.
E2 Extensive project management experience.
E3 Experience in the delivery of face-to-face events and of being responsible for the organisation and management of small to large-scale events (e.g. conferences/seminars/multi-day events).
E4 Extensive experience of personal development in a similar role.
E5 Proven experience of problem solving, planning, organising and setting priorities.
E6 Proven experience of decision making, involving independent analysis and judgement.
E7 Staff management or supervising experience.
Desirable
F1 Experience of using virtual platforms, particularly Zoom webinar, in the delivery of events.
F2 Experience delivering hybrid events and of ‘livestreaming' of events.
Terms and Conditions
Salary will be Grade 6, £32,332 - £36,024 per annum.
This post is full time (35 hours per week), and has funding until 30 September 2025 in the first instance.
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 - pensions handbook https: // www. gla.ac.uk/myglasgow/payandpensions/pensions/, 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 https: // www. gla.ac.uk/myglasgow/staff/healthwellbeing/.
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/.
We endorse the principles of Athena Swan https: // www. gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ 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.
Vacancy Ref : 137909 Close Date : 18-Feb-2024 23:45