Project Coordinator

University of Glassgow
February 13, 2023
Offerd Salary:£37,474 - £42,155
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Project Coordinator

Job Purpose

As a member of the Research Office team, the role holder will be a main point of contact and support for Principal Investigators (academic research leads) across the College of Arts for pre- and post-award research management. This role will support applications and awards across the College, with a focus on specific Subject areas. As part of providing a complete research support package for Principal Investigators, the role holder will provide further expert knowledge in key areas which might, for example include Open Access and Open Research policies.

Main Duties and Responsibilities

1. Provide pre-and post-award advice and support to Principal Investigators (PIs) from the initial identification of the funding opportunity through to the closure of the project. This will include application development, costing, bid writing support where appropriate, milestone planning and post- award reporting and financial management, working with other members of the team as appropriate.

2. Liaise with College research convenors as well as professional colleagues to identify and actively manage the pipeline of funding opportunities, including working with University Services Research Support Office and the University Research & Innovation Services regarding demand-managed schemes, funder terms and conditions and other specialist advice, e.g., for legal, insurance and contractual matters.

3. Support research development activities in the College to assist PIs with research planning and identification of suitable funding opportunities; support Arts Lab work through close working with the Directors and leading or assisting with workshops and other events.

4. Develop and maintain appropriate relationships with key funders and provide expert advice to prospective applicants.

5. Undertake risk and feasibility assessment of proposed funding applications to mitigate risk and optimise funding.

6. Coordinate, plan, prioritise and execute application, costing and submission activities (including bid writing support where applicable) for grants and contracts, resulting in robust applications for approval and timely submission to funders.

7. Progress application outcomes and process awards from funders, sourcing feedback from funders where available and updating system accordingly. Maintain and ensure the integrity of all relevant project data on University systems.

8. Provide post award support, including that for ethics applications, project coordination, portfolio management, financial management and project change processes and control, working with other team members as appropriate.

9. Support funder and other audits, ensuring adequate audit records are maintained and attend meetings with auditors, as required.

10. Provide management information and analyse data to inform both day to day decision making and, where appropriate, support College research budgeting and strategy. Support the input to future College submissions to the Research Excellence Framework (REF) as required.

11. Be actively involved in appropriate cross-college collaborative working to build networks and share best practice.

12. Promote dissemination of funding-related information to researchers through supporting the development of the College Research webpages and the circulation of research funding opportunities.

13. Promote an understanding of Open Access and support the inclusion of Open Access costs in applications as appropriate.

14. Work with Research Administrators, delegating tasks as appropriate and providing support and coaching to ensure effective research administration support to Principal Investigators.

15. In liaison with College HR, support Principal Investigators and Schools in their workforce planning across different bids and awards by providing relevant information and funder guidance.

Knowledge, Qualifications, Skills and Experience



A1 Degree or equivalent in a relevant discipline with evidence of continued professional development in an area relevant to the role.

A2 Knowledge of the Higher Education research environment.

A3 An understanding of grant application processes including quality requirements, costing and funder guidelines.

A4 Knowledge and understanding of interrogating and maintaining databases.

A5 Knowledge and understanding of data integrity and its importance.


B1 PhD or knowledge and experience in a subject relevant to the College.



C1 Project management – both short-term deadline driven and longer-term involving multiple conflicting deadlines and coordination across multiple organisational units.

C2 Excellent oral and written communication skills with the ability to communicate at all levels, including the ability to review proposals and provide effective feedback.

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

C4 High degree of numeracy.

C5 Excellent eye for detail and accuracy.

C6 High level of influencing and negotiating skills.

C7 Highly developed IT skills, particularly database and excel related.

C8 Ability to network effectively.

C9 Ability to exercise initiative and work independently but also as part of a team.

C10 Ability to work flexibly and adapt to changing environments.

C11 Ability to interpret complex guidelines and prepare reports and budgets in line with the requirements set out.

C12 Ability to assess risks and financial implications.



E1 Significant experience of relevant research administration or project management experience in a similar or related role.

E2 Experience of supporting application development

E3 Experience of processing, analysing and presenting data.

E4 Experience of successfully overseeing the work of colleagues.

E5 Experience of preparing costing models and tracking budgets.

E6 Experience in delivering a customer focused service.

E7 Experience of working successfully in a complex matrix organisational structure.


F1 Experience of Higher Education environment and supporting the work of academics.

F2 Experience of research in academia.

F3 Experience of providing high quality advice and guidance on research management.

F4 Experience of supporting the development of grant applications.

Job Features


This role is within the College Research Support Office and, together with the KE & Innovation, Impact and Digital Humanities Teams provides a comprehensive, integrated, service-oriented support for researchers in the College of Arts. The role will also interact with colleagues in the Research Support Offices in other Colleges and with central University Services to ensure effective communication and a seamless research management support services delivered to Principal Investigators.

A Project Coordinator supports multiple projects at different stages from inception and pre-award to post-award, managing a portfolio for specific Subjects. The post-holder will support a range of grant types in the Subject area as well as those requiring developmental input and will contribute to research development within the College, working with colleagues from Arts Lab as well as within the Research Office.

Planning and Organising

  • Plan and organise own workload and work with the Research Administrators, effectively and efficiently meeting any required deadlines.
  • Project management – both short-term, deadline driven and longer-term involving multiple conflicting deadlines and coordination across multiple organisational units.
  • Respond in a timely manner to the needs of Principal Investigators.
  • Proactive, effective, efficient and flexible working unsupervised.
  • Ensure that academic staff prepare adequately for and meet the deadlines for funding applications.
  • Maintain systems and procedures for major exercises e.g. REF and ensure their effective coordination.
  • Ensure that deadlines for application submissions and post-award reporting across the College are met.
  • Decision Making

  • Advise and direct academic staff on all aspects of funding applications.
  • Resolve problems based on knowledge and experience of funders and their rules.
  • Advise on costing decisions to maximise the return to the University from funding revenue.
  • Assess risks associated with proposals, including any regulatory, insurance or commercial sensitivity and ensuring these are mitigated.
  • Advise on post-award project management and phasing to minimise the risk of under-utilising available funding.
  • Decisions required for the management of research-based database systems.
  • Internal/External Relationships

  • Frequent interaction with College and University Service staff including KE and Impact support colleagues in the College and central finance colleagues.
  • Provision of ‘cradle to grave' advice and guidance to Principal Investigators involving project and portfolio management, where appropriate.
  • Working in tandem with colleagues from Arts Lab, to foster interdisciplinarity and application development through training and other activities, to support research development activities and application review.
  • The provision of information on all aspects of research to the Head of College, Head of Research and Operations Strategy, Schools and Dean of Research as and when required.
  • Expertise sharing with other Colleges.
  • Working with a range of external parties, e.g., funding bodies and other Universities.
  • Problem Solving

  • Deal with research enquiries from external sources and all categories of College staff and provide appropriate, timely solutions.
  • Use initiative and judgement to resolve questions that arise concerning all aspects of funding.
  • Deal with conflict between competing demands of stakeholders.
  • Maximise the utilisation of staff and other resources, resolving potential conflicts arising from different grants and their phasing.
  • Terms and Conditions

    Salary will be Grade 7, £37,474 - £42,155 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.

    2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www., 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.

    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.

    We endorse the principles of Athena Swan https: // www. 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. for more information.

    Vacancy Ref : 106848 Close Date : 13-Feb-2023 23:45

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