International Partnerships Administrator

Job Purpose

As a International Partnerships Administrator you will provide high quality administrative support to the Study Abroad Partnerships team and International Partnerships team  within Recruitment & International Relations, contributing towards achievement of the University’s Global Glasgow objectives. The postholder will spend 50% of their week in each team.

You will directly support a range of activities across both teams, including financial reporting, monitoring financial transactions, logistical bookings for inward visits, liaising with key external international partners.

Furthermore, you will work alongside the Internationalisation officers to provide support with hosting incoming visits and organising international reputation events. You will support the annual data collection exercise for reporting on the University’s International Partners key performance indicator by liaising with many colleagues across the institution.

Main Duties and Responsibilities

1. Maintain and contribute to the process for monitoring international mobility agreements, ensuring accurate paperwork is processed, stored and logged in shared access drives. Following established processes, conduct an annual review activity for Mobility Agreements, flagging which agreements are due to expire and ensure timely management of renewal paperwork

2. Liaise with key contacts at International Partner institutions, ensuring delivery and receipt of all paperwork and correspondence relating to mobility agreements

3. Act as a Purchasing Officer, source goods and services required to fulfil International engagement activities and raising purchase orders. Assist with International Summer School and Study Abroad social programme organisation, including booking venues, arranging transport and planning, and raising POs for these activities. Advising senior colleagues on the best options in terms of timings and value for money.

4. Support the logistical management of visits from international partners. Specific duties include liaising with colleagues who will meet with/host visitors, room bookings, hospitality bookings, supplying gifts, transport arrangements and any other related items.

5. Lead on the data capture and input for the key performance indicator (KPI) on International Partnerships which is reported each year. Working with the Head of International Relations, the Deans for Global Engagement and other colleagues, you will have a key role in recording this important data each year.

6. Manage the newly established processes in place to support the development of new COIL (Collaborative Online International Learning) partnerships. Manage enquiries, signpost to colleagues, and share data appropriately.

7. Monitor several consumables budgets across both teams,  tracking various strands of activity including funding schemes and network activity. Track and reconcile expenditure across all budgets  raise POs, goods received, and other general finance transactions

8. Responsible for a number of shared mailboxes which are used by the International Relations team and respond to queries or follow-up with them according to business need. For example, providing information and guidance relating to internal funding schemes or partnerships.

Knowledge, Qualifications, Skills and Experience

Knowledge/ Qualifications

Essential:

A1 Either ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and sills in a similar role Or: Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

A2 Knowledge of financial processing and excel reporting.

Desirable:

B1 Knowledge of UK Higher Education structures and operations

B2 Knowledge of the University’s MyCampus system

B3  Willingness to learn new University-specific IT systems.

B4 Knowledge of the University’s financial model

Skills

Essential:

C1 Excellent interpersonal and communication skills

C2 Excellent organisational skills

C3 Excellent team and independent working skills

C4 Excellent analytical and problem-solving skills.

C5 Demonstrable ability to communicate effectively with stakeholders across all levels.

C6 Excellent IT skills:  including proficient use of Excel spreadsheets to maintain data and financial transactions.

C7 Ability to work flexibly according to business needs.

C8 Attention to detail and ability to maintain accurate records and adhere to established financial processes.

Experience

Essential:

E1 Experience of planning organising and delivering a range of administrative activities in line with business requirements and to meet tight deadlines.

E2 Experience of working with financial processes including raising purchase orders and maintaining several budgets.

E3 Experience of working with internal and external stakeholders.

E3 Experience of delivering a high level of customer service.

Desirable:

F1 Experience of working in an HE environment.

F2 Experience of working with students.

Terms and Conditions

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is full time (35 hours per week) and fixed term for up to 10 months. 

Please Note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from their line manager before making a formal application.

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.