ICM Administrator

Updated: about 1 year ago
Location: Glasgow, SCOTLAND
Job Type: PartTime
Deadline: 30 Jun 2018

Job Purpose
To administer the University’s Erasmus+ International Credit Mobility programme (ICM) with universities across the world and provide administrative support for the agreement process for both Erasmus and International Exchanges. To provide guidance and information to students and staff on the ICM scheme and establish systems and procedures for the successful execution of the new International Credit Mobility programme and grant administration.
To respond independently to all student and staff queries related to this ICM programme and work extensively with other schools/departments or external contacts to take responsibility for all external reporting related to the scheme.

Main Duties and Responsibilities

1. To engage with Colleges / Schools and other University colleagues to raise awareness of the International Credit Mobility programme in order to encourage support and to ensure its smooth implementation.
2. To act as the main point of contact for existing institutional partners and Academic staff and provide programme information to support the development of potential new partnerships with universities and enterprises in programme countries to embed and expand the programme.
3. To coordinate promotional activities and events aimed at encouraging and supporting staff and students to undertake an activity under the International Credit Mobility Scheme.
4. To provide extensive advice and guidance to all participants, both internally and from partner institutions, prior to, during and upon completion of their period of mobility abroad to ensure optimum service.
5. To maintain International Credit Mobility records and process grant payments through MyCampus ensuring that all British Council and European Commission guidelines and regulations on Erasmus+ International Credit Mobility are followed.
6. To collate required information on targets and milestones for both outward and inward mobility for the completion of the interim and annual report; to monitor and obtain feedback for the evaluation of the effectiveness of the adopted strategy for International Credit Mobility; and to report on related activity.
7. To manage the ICM budget and ensure financial information is updated on the Mobility tool as per programme requirements; to allocate participants’ grant payments as per programme requirements.
8. To assist with the administration of the Agreement process for the Erasmus + ICM programme, and develop and maintain effective records/database of Agreements.
9. To assist with the introduction of an Agreement process for International Exchanges and Study Abroad and maintain effective records/database of Agreements, in line with existing team processes.
10. Responsible for the administration of short-term mobility application process and enquiry management; to provide advice and guidance to participants in short-term mobility activities.
11. To provide support to the International Experience Manager and Study abroad & Exchanges Manager as required and particularly during Orientation and start of semester activities.
12. To undertake other duties as required in order to meet a diverse range of support requirements. Support and attendance at evening and week-end promotional events may be required from time to time.

Knowledge, Qualifications, Skills and Experience

A1 Educated to HNC, VQ3, Higher Grades, City& Guilds or equivalent plus typically 3 years relevant work experience
B1 Knowledge of the Higher Education sector, in the UK and/or internationally, and of the Erasmus+ Programme
B2 Knowledge of University of Glasgow structure
B3 Knowledge of MyCampus and other university systems
C1 Advanced organisational skills with an accurate and methodical approach to work and the proven ability to meet conflicting deadlines and workloads
C2 Ability to process a high volume of documents and enquiries whilst sustaining high level of accuracy
C3 Attention to detail and ability to understand and administer complex processes
C4 Able to assimilate complex information quickly and develop a solid understanding of the University’s structure, policies and procedures
C5 Proven IT skills including comprehensive knowledge of Microsoft Office Suite – with Excel and Access in particular - and capability of using databases
C6 Excellent interpersonal skills and the ability to deal diplomatically and tactfully with a wide range of stakeholder both nationally and internationally
C7 Ability to co-operate with people across organisational boundaries
C8 Resourcefulness and initiative
D1 Willingness to work outside normal working hours, as and when, required
D2 Have a desire for continuous improvement by identifying and/or assisting in the development and implementation of changes to activities within the International Affairs team
E1 A minimum of 2 years’ work experience in a relevant administrative post (preferably in the FE/HE sector)
E2 Experience of study abroad programmes and/or some knowledge of the administrative workings of European institutions
E3 Experience of working in a busy office environment
E4 Experience of working as part of a team
E5 Experience of managing a budget and undertaking financial reconciliations
F1 Experience working with students – especially International

Job Features

The post holder will be working as part of the Marketing, Recruitment & International Office (MaRIO). This team is responsible for attracting the very best students from across the UK and the world to our undergraduate and postgraduate courses. The team also generates over £80 million in income for University of Glasgow through their recruitment activities. This post sits within the International Affairs team that manages the flux of more than 1600 Exchange and Study Abroad students to and from the University of Glasgow. The team work with students, staff and international partners to facilitate a variety of mobility programmes and plays a vital role in delivering the University’s aims.

The job holder
• will plan promotional activities and organise administrative tasks relating to the administration of the International Credit Mobility programme in line with the programme handbook and to coincide with the team’s established timeline of activities such as Go Abroad Fair, application deadlines, information sessions etc..
• Will plan own workload to ensure the documentation necessary for the effective delivery of the project such as agreements and participant contracts is collated and available for reporting/auditing, and to ensure all tasks relating to student and staff mobility are completed satisfactorily in line with agreed timelines
• will process Erasmus+ grant payments to participants according to the schedule dictated by the terms and conditions of the programme, and ensure the necessary paperwork is obtained for each step of the process and retained for audit.
• Will work on their own initiative and will effectively time manage a range of competing demands from participants, partners, funding body and other team members.
• will use expertise to balance and prioritise requests and deadlines from internal and external sources in relation to organising placements abroad, and seek to resolve any immediate issues that arise, for instance participants experiencing difficulties whilst abroad or requiring prompt payment of their grant.
Decision Making
• will respond to enquiries by email, on the phone or face-to-face and provide sound, knowledgeable advice to participants on a regular basis ; will speak authoritatively about International Credit Mobility and short-term opportunities for going abroad to potential participants, partners and academic colleagues.
• will use direct knowledge of the activities of the International Affairs team and of the Erasmus+ programme and relevant systems to track inbound and outbound Erasmus+ International Credit Mobility activities in order to enable effective reporting to the British Council/European Commission through the Erasmus+ Mobility Tool (ensuring specifically that the biannual reporting requirement can be met) and will collate information to prepare reports and other materials as required.
• will assess and prioritise resources and activities to maximise the use of one’s time and other available resources in order to provide adequate support to the development of short-term opportunities without compromising the delivery of the International Credit Mobility programme.
• will exercise independent judgement and take decisions on requests for assistance and support from colleagues and participants, ensuring that staff time is protected and that requests are responded to effectively and by the relevant staff member.
• Will be responsible for monitoring the initial International Credit Mobility budget of €288,961.00 for the 2016/17 academic year and allocate funding as per the Erasmus+ guidelines.
Internal/External Relationships
• Will work on a daily basis with the International Experience Manager and other Colleagues from the International Affairs team to ensure the smooth implementation and timely roll out of the Erasmus+ International Credit Mobility scheme.
• Will be in regular contact with colleagues across the University, Colleges (Academic and Support offices) and with other Support Services to resolve issues relating to their expertise and ensure excellent service for all participants.
• Will be the first point of contact for current/prospective inbound or outbound participants, members from the University and its partners, and will provide information and advice about Erasmus+ International Credit Mobility to ensure optimum service.
• Will connect with a range of external organisations including the European Commission, British Council, HEURO and GEMS to stay up-to-date on regulations, requirements and best practice models.
• Will meet with and speak knowledgeably to students and staff on a range of Mobility-related issues, e.g. visa issues, grant payments, terms and conditions of the programme, etc.
Problem Solving
• will proactively resolve a wide range of enquiries and problems relating to the Erasmus+ International Credit Mobility programme (e.g. international grant payments) and ensure compliance with Erasmus+ regulations at all stages of the process, implementing business processes and collating documentation that can stand audit.
• will carefully monitor the business processes involved with the Erasmus+ International Credit Mobility programme as well as analyse data to identify trends and problems with a view to feeding back to the International Experience Manager and suggest changes and efficiencies where appropriate to ensure the maximisation of service quality.
• Will address a wide range of issues of various levels of complexity whilst reviewing learning agreements with participants, relating for example to formal recognition of their mobility activities, insurance, and adherence to Erasmus+ regulations.
• Will assess complex queries from partners and participants throughout the organisation of their time abroad or whilst abroad and identify situations that need to be escalated, ensuring that an effective service and clear advice is provided to colleagues, students and external contacts.

Standard Terms & Conditions
Terms & Conditions
Salary will be on the Management, Professional and Administrative Grade, level 5, £21,220 - £25,298 per annum, pro rata.
This post is part time (17.5 hours) and fixed term to 30 June 2018.
New entrants to the University will be required to serve a probationary period of 6 months.
The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme.
Vacancy Ref: 018537, closing date: 24 August 2017.

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