Project Coordinator University of Glasgow United Kingdom

Job Purpose

To be the main point of contact and support for a number of Principal Investigators (academic research leads) across the college for pre- and post-award research management, including application and costing support and post-award project tracking and reporting. 
 
 
To liaise with other teams within the College Research Support Office and University Services to ensure that effective communication takes place and a seamless research management support service is delivered to Principal Investigators.
 
 
To work with other college Project Coordinators in relation to college–wide research management support activity, as well as interdisciplinary activity between colleges and with external partners.
 
**Previous applicants need not apply** 

Main Duties and Responsibilities

1. Provide pre-and post- award advice and support to Principal Investigators, as required, 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.
 
 
2. Liaise with College research development staff to identify and actively manage the pipeline of funding opportunities and with the University Services Research Support Office regarding funder terms and conditions and other specialist advice, eg, for legal, insurance and contractual matters.
 
 
3. Develop and maintain appropriate relationships with key funders and provide expert advice to prospective applicants.
 
 
4. Undertake risk and feasibility assessment of proposed funding applications to mitigate risk and optimise funding. 
 
 
5. 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. 
 
 
6. 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. 
 
 
7. Provide post award support, including that for ethics applications, project coordination, portfolio management (where appropriate), financial management and project change processes and control.
 
 
8. Support funder and other audits, ensuring adequate audit records are maintained and attend meetings with auditors, as required.
 
 
9. Provide management information and analyse data to inform both day to day decision making and also college research budgeting and strategy. Support the input to future College submissions to the Research Excellence Framework (REF).
 
 
10. Be actively involved in appropriate cross-college collaborative working to build networks, share best practice, develop web based resources and provide training.
 
 
11. Work with Principal Investigators and other College teams to ensure that the College maintains an accurate and complete record of staff publications. Promote an understanding of Open Access and support the process for obtaining open access rights for all possible publications.
 
 
12. Work with Research Administrators, delegating tasks as appropriate and providing support and coaching to ensure effective research administration support to Principal Investigators. 
 
 
13. In liaison with college HR and Principal Investigators, assist in the workforce planning across different bids and awards to maximise the efficient use of research teams and minimise staffing disruption.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications
Essential

A1 Scottish Credit and Qualification Framework level 9, (Ordinary Degree, Scottish Vocational Qualification level 4), or equivalent in a relevant discipline/business area 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 costing and funder guidelines
A4 Knowledge and understanding of interrogating and maintaining databases
A5 Knowledge and understanding of data integrity and its importance

Desirable
B1 PhD or knowledge and experience in a subject relevant to the College
B2 Knowledge of the regulatory framework which governs research in a particular College area

Skills
Essential

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
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

Experience
Essential

E1 Significant experience of relevant research administration or project management experience in a similar or related role
E2 Experience of processing, analysing and presenting data
E3 Experience of successfully overseeing the work of staff
E4 Experience of preparing costing models and tracking budgets
E5 Experience in delivering a customer focused service
E6 Experience of working successfully in a complex matrix organisational structure

Desirable
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

Job Features

Dimensions
Income from grants, contracts and commercial activity contributes approximately £160m to the University annually
The University’s college system enables interdisciplinary collaboration. We have four colleges, each bringing together the research and teaching expertise of a number of schools and research institutes
A Project Coordinator in any of the colleges is likely to be supporting multiple projects at different stages from inception and pre-award to post-award. The total value of the portfolio could range from approximately £13m-£17m. Complexity is driven by a number of factors with less complex projects typically having only one Principal Investigator, being of a lower value and linked to an existing funder with clearly defined application requirements
The post-holder will work as part of the College Research Management Support team, covering an area of a College and number of Principal Investigators in proportion to the volume and complexity of awards. Project Coordinators in the: 
College of Arts will typically be handling a higher volume of lower value, less complex awards relative to the larger colleges
College of MVLS may have a large number of medium to small projects or a small number of large, more complex ones (eg, a multi-million pound grant and one Principal Investigator and an extended team potentially across several organisations)
College of Science and Engineering may have a large number of medium to small projects or a small number of large, more complex ones
College of Social Sciences are likely to manage a portfolio covering a large number of low to medium value projects
 
 
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
Be proactive, reactive and flexible, working effectively and efficiently unsupervised
Ensure that academic staff prepare adequately for and meet the deadlines for funding applications
Maintain systems and procedures for major exercises eg REF and ensure their effective coordination
The role holder must ensure that deadlines for application submissions and post-award reporting across the College are met
 
 
Decision Making
Decisions required for the management of research-based database systems
Advise and direct academic staff on all aspects of funding applications
Resolve issues of conflict based on knowledge and experience of funders and their rules
Inform decisions on costing to maximise the return to the University from funding revenue
Assessing 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
 
 
Internal/External Relationships
The role holder must have frequent interaction with College and University Service staff including: 
The provision of ‘cradle to grave’ advice and guidance to Principal Investigators involving project and portfolio management, where appropriate
The provision of information on all aspects of research to the Head of College, Research institutes, Schools and Dean of Research as and when required
Regular communication by e-mail, telephone and in person with College staff of all categories, and within University Services
Expertise sharing with other Colleges
The role holder will be required to liaise with a range of external parties, including interaction with research contacts from external organisations, as necessary, eg, funding bodies and other Universities
 
 
Problem Solving
Deal with research enquiries from both external sources and all categories of College staff and provide appropriate, timely solutions
Use initiative and judgement to resolve issues/problems that arise between College staff and University Services concerning all aspects of funding
Provide advice to ensure maximum benefit to the College from funding applications
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
 

Standard Terms & Conditions

**Previous applicants need not apply** 
 
Salary will be on the Management, Professional and Administrative Grade, level 7, £35,210 - £39,610 per annum.
 
There are 2 posts available. 
 
 
These posts are offered as full time (35 hours per week) and on an open-ended basis.
 
 
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.
 
 
Relocation assistance will be provided where appropriate.
 
 
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 equality.


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