Senior Project Coordinator

Job title:

Senior Project Coordinator

Company

University of Southampton

Job description

Population, Health & Wellbeing (PHeW) Location: Highfield Campus
Salary: £16.22 per hour
Closing Date: Thursday 22 February 2024
Interview Date: To be confirmed
Reference: U2621924WR

Start Date:

1st March 2024

End Date:

31st May 2024

Location:

Highfield Campus

Hours:

36 Hours per week

Job Purpose:

• To coordinate various activities making up WorldPop’s portfolio of research and enterprise projects.
• To support the day-to-day work of projects, lead on comprehensive project documentation and reporting, ensure activities are in line with project schedules.
• To support the WorldPop at all stages of the pre- and post-award lifecycle, being the focal point for RIS, Finances and other Professional Services.
• To arrange the logistics of in-country engagements with partner organisations and stakeholders.
• To work in partnership with project leads and WorldPop’s Portfolio Management Office (PMO).

Key Accountabilities/Responsibilities:

Project Support / Coordination

• Develop and maintain a detailed knowledge of projects and their operational structures, and act as key point of information for all project staff.
• Contribute to development of project initiation and project delivery workflows with fit-for-purpose templates and processes.
• Track key project development in project logs.
• Provide project support for in-country engagements.
• Lead the coordination of activities between multidisciplinary international teams through convening and leading regular meetings, delegation of project tasks, management of project work to fit required timelines and documenting progress.
• Ensure that all of the reporting requirements of funding organisations are met, including coordination and preparation of materials for reporting, maintaining deliverables trackers, performing detailed analysis of project progress, highlighting and prioritising issues.
• Liaise with the University of Southampton’s RIS team for the creation of data sharing agreements and sub-contracts with project partners.
• Liaise with project leads and prepare ethics applications for WorldPop projects.
• Attend meetings with key in-country project stakeholders and ensure minutes and outcomes are recorded clearly for future reference.

Liaison and Communication

• Manage collaborative relationship between project partners involved in research and enterprise activities. Assist in coordinating interactions between project partners and between project team and various University departments and Services.
• Write progress/interim/final reports for funders / donors and support project leads in updating project documentation and project management and reporting tools
• Create and maintain SharePoint & Microsoft Teams space for WP projects and operations to facilitate remote working, share and manage content and information, and collaborate across the organisation.

Travel and event management

• Responsible for project travel logistics required for successful in-country engagements
• Carry out administrative tasks linked to in-country work, such as ensuring quotes are sourced for venues, finalising documentation to record participation, liaising with in-country staff regarding venue (and other) bookings.
• Manage visa support (including writing business support letters), travel and accommodation for the Project Staff attending project meetings/ workshops/ conferences. Ensure adequate risk assessments, business cases, Dean/VC/insurance approval where necessary) are carried out. Record all travel information on WorldPop’s Travel Register.
• Organise logistics for training and other project events (such as partner meetings), ensuring all activities run efficiently by co-ordinating diaries, sourcing and booking venues, preparing invitations, arranging travel, organising catering, etc.

Any other duties

• Work effectively as part of the wider WorldPop Portfolio Management Office (PMO).
• Contribute to continual improvement of project management practices for other projects.
• Any other duties allocated by the line manager following consultation with the post-holder

Essential Skills:

• Experience of project support and coordination in academia, NGO, public sector, or similar sectors involving multiple partners
• Experience in travel and events management
• Able to apply a comprehensive understanding of relevant Higher Education Institution (HEI) systems and procedures, and an awareness of activities in the broader work area.
• Ability to deliver outputs consistent with expected standards in terms of productivity and quality.
• Able to plan and prioritise a range of one’s own standard and non-standard work activities.
• Ability to work independently, and prioritise conflicting workloads, and to multi-task.
• Ability to successfully plan and deliver operational projects over a period of several months (e.g. develop and implement in-house training).
• Able to identify and solve problems by applying judgement and initiative to tackle some situations in new ways and by developing improved work methods
• Ability to acquire and apply comprehensive knowledge of processes, procedures and systems; use initiative and judgement to resolve daily problems within the team and guidance offered by the Senior WorldPop team.
• Able to solicit ideas and opinions to help form specific work plans
• Able to ensure staff are clear about changing work priorities and service expectations
• Be flexible and adapt quickly to change; be open to work with different teams/individuals as the business demands.
• Able to communicate effectively, both verbally and in writing with project stakeholders to meet project requirements
• Able to elicit information to enable fulfilling project deadlines
• Ability to deal with sensitive information in a sensitive manner.
• Able to apply and actively promote equality, diversity and inclusion principles to the responsibilities of the role.
• ­Demonstrate the Southampton Behaviours and work with colleagues to embed them as a way of working within the team.
• Able to use Microsoft Office applications with confidence. Experience of creating Gantt charts, shared calendars
• Experience of working with and communicating at all levels within and outside the organisation
• Confidence, experience, and skills to take initiative, but know when to refer queries upwards
• Able to demonstrate alignment with the University’s core values in all areas of work, and champion those behaviours in the group.
• Commitment to the integrity and confidentiality of relevant data and processes
• Some out of hours working may occasionally be required to respond to business-critical deadlines and international travel.

Desirable Skills:

• Experience of using project management visualisation tools
• Demonstrate commitment to maintaining professional knowledge and awareness through continuing personal and professional development
• Knowledge of and experience in managing the project life cycle
• Willing to take advantage of technology to increase productivity

Expected salary

£16.22 per hour

Location

Southampton

Job date

Sun, 18 Feb 2024 06:15:42 GMT

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