Senior Graduation and Events Co-Ordinator
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Job Purpose
The Senior Graduation and Events Co-ordinator is responsible for the smooth and effective day-to-day delivery of graduation and events services. This role will lead the planning and delivery of individual events, working in partnership with stakeholders to ensure a high-quality customer experience. You will supervise team members and support broader service planning and delivery, timetabling, collecting, and analysing user feedback and actively contributing to continuous improvement initiatives and service development.
Main Duties and Responsibilities
1. Ensure the effective delivery of day-to-day graduation services, the co-ordination and prioritisation of work to meet deadlines and the motivation and supervision of staff.
2. Support the development and implementation of comprehensive plans for graduation and events, including timetabling and scheduling, resource management, financial transactions and their reconciliation, logistical arrangements and coordination with suppliers and other services.
3. Lead the planning and delivery of individual events by developing event plans, co-ordinating logistics, managing communications and serving as the key contact for event sponsors. On event days troubleshoot and resolve operational challenges independently.
4. Offer guidance and support to staff, students, and stakeholders regarding graduation and events services and procedures.
5. Enable partnership working with other services and schools, to ensure seamless collaboration and effective delivery of graduation and events which enhance the customer experience.
6. Ensure compliance with relevant policies, procedures, and quality standards relating to event planning and graduation.
7. Contribute to the creation of user-friendly resources, such as guides and training materials in addition to event-related communications and promotional content.
8. Support the collection and analysis of customer feedback and the preparation of reports on process efficiency, service quality, and overall satisfaction.
9. Contribute to the ongoing enhancement of graduation services and events by proposing new ideas, participating in projects, and conducting reviews aimed at improving customer experience, efficiency, and effectiveness.
10. Undertake additional responsibilities as required, including relevant training and professional development activities.
Knowledge, Qualifications, Skills and Experience
Knowledge/Qualifications
Essential:
A1 Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role;
OR Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills through personal development and progression in a similar related role(s).
A2 Knowledge and understanding of complex events and the principles of stakeholder engagement.
Desirable:
B1 Understanding of the use of social media for stakeholder engagement.
Skills
Essential:
C1 Strong organizational/planning and time management skills to prioritize work and meet deadlines.
C2 Proven people management skills to motivate and supervise staff effectively and coordinate the delivery of graduation and events.
C3 Strong interpersonal and communication skills including the ability to communicate comfortably with colleagues at all levels.
C4 Strong customer service skills.
C5 Strong relationship building skills to work effectively with internal services and academic schools.
C6 Effective problem-solving and decision-making abilities to handle unforeseen issues and implement appropriate contingency measures.
C7 Analytical skills to collect and analyse data and feedback.
C8 Capacity to propose new ideas, participate in projects, and conduct reviews aimed at enhancing customer experience, efficiency, and effectiveness of graduation services and events.
Desirable:
D1 Project management skills.
Experience Essential:
E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.
E2 Experience of planning and delivering events as part of a multi-disciplinary team.
E3 Experience in delivering high-quality customer service.
E4 Experience motivating and supervising teams.
E5 Experience of partnership working across a large and complex organisation.
Desirable:
F1 Experience of stakeholder engagement.
Terms and Conditions
Salary will be Grade 6, £33,232 - £36,924 per annum.
This post is full time and fixed term to cover a maternity leave up until 30 September 2025 or until the substantive post holder returns.
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.
The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK. If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.
Please note that this post may be eligible to be sponsored under the Skilled Worker visa route if tradeable points can be used under the Skilled Worker visa rules. For more information please visit: https://www.gov.uk/skilled-worker-visa.
Closing date: 23:45 Wednesday 29th January 2025