Operations and Administration Coordinator

Imperial College London


Job summary

I-X is an exciting new initiative of Imperial College London, aiming to deliver transformational research, teaching and innovation in AI and machine learning by co-locating staff, students, and industry at Imperial’s White City Campus. The Operations and Administration Coordinator is a vital role, keeping both I-X and the Eric and Wendy Schmidt AI in Science Centre (based at I-X) running smoothly and acting as a key contact point across the…

Job description
Job summary

I-X is an exciting new initiative of Imperial College London, aiming to deliver transformational research, teaching and innovation in AI and machine learning by co-locating staff, students, and industry at Imperial’s White City Campus.

The Operations and Administration Coordinator is a vital role, keeping both I-X and the Eric and Wendy Schmidt AI in Science Centre (based at I-X) running smoothly and acting as a key contact point across the wider faculty community.

The role assists and directly reports to both the I-X Operations Manager and the Eric and Wendy Schmidt AI in Science Centre Manager (Schmidt Centre Manager) and works closely with colleagues across the faculty and college. It is anticipated that you will divide their time equally between supporting the Eric and Wendy Schmidt AI in Science Centre and I-X.

Duties and responsibilities

The varied responsibilities of this role include being the first point of contact for operational issues about infrastructure and space, arranging events and visits from internal and external delegations, supporting Faculty committees, and a range of office management tasks to support colleagues. We aim to provide excellent customer service to the people based in the I-X office and the wider network using the space for events and meetings.

Essential requirements

  • Educated to a minimum of A level standard or equivalent and/or professional experience related to the work of this post.
  • Experience of office management including managing space and infrastructure
  • Experience servicing committees including minute taking.
  • Experience of arranging events.
  • High level of proficiency in a range of software packages, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Office 365). Competence in using MS Teams, SharePoint, and other collaboration platforms.
  • Excellent interpersonal skills and a high level of professionalism (in person, via email and over the telephone), with the ability to communicate effectively with individuals at all levels of seniority.
  • A high level of accuracy and consistent attention to detail
  • Excellent time management skills, including the ability to set, monitor and meet deadlines.
  • Excellent analytical and organisational skills and an ability to prioritise workloads.
  • Excellent team player, flexible and co-operative.

Further information

This is a full-time, fixed-term role for two years initially, based at White City Campus.

We expect the post-holder to work at the White City office for a minimum of three days of each week.

Please apply online.

Should you require any further details on the role please contact: Alex Gibbs, Operations Manager at I-X: [email protected] and Eileen Boyce, AI In Science Centre Manager: [email protected]

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