Data Study Group Coordinator

Alan Turing Institute London United Kingdom Academic Engagement
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Company Description

The Alan Turing Institute is the UK’s national institute for data science and artificial intelligence. The Institute is named in honour of the scientist Alan Turing and its mission is to make great leaps in data science and artificial intelligence research in order to change the world for the better.

Position

Data Study Groups (DSG) are the Turing’s version of a hackathon, yet much more collaborative in nature. DSG events are held a number of times over a year. They provide an engagement tool for postgraduate students and above (participants), as well as industry, government and third sector (Challenge Owners, CO) to engage with the Turing Institute. For participants it is a training activity, primarily peer to peer learning, where they get to work on real-life data science problems. For COs, it is an entry level engagement tool to working with the Turing, with our objective to develop the outputs of the DSG into further and bigger research projects.

DSGs require both logistical planning and data science expertise to help prepare challenges for the events, which is provided by a multidisciplined team coordinated by the Institute. As the programme grows there is a need for an additional coordinator to manage and deliver new DSG events and associated activities.


ROLE PURPOSE

Reporting to the Data Study Group Project Manager (DSG PM), the role will coordinate and support the delivery of Data Study Groups events, associated variants such as Data Study Group Online and DSG activities hosted by delivery partners, and supplementary activities related to DSG. Key aspects will be event planning and management, recruitment, monitoring and supporting partnering organisations and academics. This role will also provide administrative support for the broader activities in support of these events.


DUTIES AND AREAS OF RESPONSIBILITY

  • To coordinate the planning and delivery of Data Study Groups and Data Study Group variants, ensuring they are managed to business requirements, specification, time, and budget.
  • Routinely monitor all activities, and liaise with the DSG PM about risks, issues, and progress, taking actions as necessary to ensure minimum impact on project deadlines
  • Advise external DSG teams in the delivery of DSG events
  • Work closely with the wider DSG teams to coordinate applications, review processes for participants, DSG PIs and Challenge Owners, including but not limited to: liaising with academics, managing comms to applicants, managing applicant lists and organising review panels.
  • Responsible for onboarding participants, DSG PIs and Challenge Owners including but not limited to: offers, agreements, terms and conditions, welcome emails, administrative records, mailing lists, and IT accounts
  • Collect relevant data from the event and compile post event reports
  • Keep a record of finances
  • Maintain process manuals to document agreed processes, including incorporation of lessons learned and Institute-wide best-practice approaches
  • Use EventsForce and Flexigrant for recruitment and event management
  • Liaise with external partners to outline involvement in DSGs and usage of the IT systems
  • Undertake any other duties from time to time as specified by the DSG PM
  • Responsible for report review and publication process.
  • Responsible for preparing all event materials including information packs, presentations, and event sites.
  • Run logistics of Data Study Group events

Requirements

Essential

  • Degree or equivalent level of professional qualifications and/or experience
  • Experience of administrative work within a higher education/academic setting
  • Experience of working co-operatively and effectively with academic and professional colleagues
  • Proven experience to use discretion and judgement when dealing with confidential and sensitive issues
  • Pro-activity, demonstrating a high degree of initiative
  • Ability to work well independently and as part of a team

Desirable

  • Degree in a relevant scientific or engineering discipline, or equivalent level of professional qualifications and/or experience
  • Understanding of, or experience in, the research environment in HE
  • Previous experience working with researchers
  • Previous experience of events, grant management, or other similar CRM software systems
  • Previous experience of running multi stakeholder events

Please see the Job Description for a full breakdown of the Person Specification.

Other information

APPLICATION PROCEDURE

If you are interested in this opportunity, please click the apply button below. You will need to register on the applicant portal and complete the application form including your CV and covering letter. If you have questions about the role or would like to apply using a different format, please contact us on 020 3862 3575 or 0203 862 3340, or email [email protected].

If you are applying for more than one role at the Turing, please note that only one Cover Letter can be visible on your profile at one time. If you wish to apply for multiple roles and do not want to overwrite your existing Cover Letter, please apply for the role using the button below and forward your additional cover letter directly to [email protected] quoting the job title.


CLOSING DATE FOR APPLICATIONS: 3RD OCTOBER 2021 at 23.59


TERMS AND CONDITIONS

This full time post is offered on a fixed term basis for two years. The annual salary is £26,500-£28,000 plus excellent benefits, including flexible working and family friendly policies, https://www.turing.ac.uk/work-turing/why-work-turing/employee-benefits


EQUALITY, DIVERSITY AND INCLUSION

The Alan Turing Institute is committed to creating an environment where diversity is valued and everyone is treated fairly. In accordance with the Equality Act, we welcome applications from anyone who meets the specific criteria of the post regardless of age, disability, ethnicity, gender reassignment, marital or civil partnership status, pregnancy and maternity, religion or belief, sex and sexual orientation.

We are committed to building a diverse community and would like our leadership teal to reflect this. We therefore welcome applications from the broadest spectrum of backgrounds.

Reasonable adjustments to the interview process will be made for any candidates with a disability.


Please note all offers of employment are subject to obtaining and retaining the right to work in the UK and satisfactory pre-employment security screening which includes a DBS Check.

Full details on the pre-employment screening process can be requested from [email protected].