Your Role
This is an exciting opportunity for a highly efficient Administrator to support the Student Engagement team within the EIT Education & Scholarships team.
The Education & Scholarships team works with undergraduate and graduate students funded to study at the University of Oxford and connected to EIT projects, developing and deploying technology for global benefit.
The Student Engagement functional area supports EIT-funded students to develop their potential and thrive on an elevated trajectory as future innovators and leaders.
We lead a high-touch onboarding journey, coordinate a fully integrated internship programme for undergraduate students, deliver structured skills programming and experiential learning and cultivate a vibrant, connected student community.
The role will require some out-of-hours work e.g. during student events and requires a flexible professional with strong interpersonal skills, exceptional organisational skills and experience working in a diverse setting.
We are seeking someone who can join us by 30 November at the latest. Onsite interviews and assessments will be held during the week commencing 2 November, and the vacancy may close before this date if we receive a high volume of suitable applications. Early application is therefore strongly recommended.
Please note that, due to the nature of the role and the initial training and onboarding requirements, annual leave cannot be taken during the first three months of employment, aside from the three gifted days provided as part of our Christmas closure.
Your Responsibilities
- Manage the team inbox and other communication channels, coordinating timely responses and follow-up with relevant teams, and escalating complex or sensitive matters as appropriate.
- Maintain accurate and up-to-date student records and support the day-to-day administration of processes in Salesforce and other relevant systems, completing routine data entry and quality checks, resolving discrepancies, and escalating system issues or enhancement needs.
- Support the effective management of documents and information across relevant systems, ensuring records are accurate, organised and handled in line with data-protection requirements.
- Coordinate the development and review of key student materials, such as the Student Handbook, ensuring content is accessible and engaging.
- Coordinate key logistics for students arriving in Oxford, including travel arrangements and procurement of necessary merchandise.
- Provide administrative and logistical support for meetings, including scheduling, agenda preparation, minute-taking, and follow-up of agreed actions.
- Liaise with internal teams and external suppliers to support the administration of contracts, subscriptions, invoices and payments.
- Assist with the planning and delivery of student events, managing logistical components to ensure smooth and memorable experiences.
- Provide general administrative assistance to the Student Engagement team as required, contributing to a well-functioning team.
Essential Skills, Qualifications & Experience
- Strong attention to detail.
- Demonstrable administrative experience, including managing enquiries, coordinating follow-up actions and maintaining accurate records.
- Strong verbal and written communication with exceptional interpersonal skills.
- Strong cultural awareness and sensitivity, with the ability to work with people from a variety of backgrounds.
- Technically proficient in Microsoft Office, with confidence in learning and using a CRM and other administrative systems.
- Ability to manage a varied and high-volume workload in a fast-paced environment.
- Experience supporting the logistical delivery of events, meetings or projects.
- Demonstrated commitment to the highest standards of ethics and confidentiality.
- Experience supporting multiple stakeholders.
Desirable Skills, Qualifications & Experience
- Experience using Salesforce or a comparable CRM system.
- Experience supporting system testing, process documentation or the implementation of system improvements.
- Experience working and communicating with students and/or young people, particularly within an education, scholarship or similar environment.
Working Together – What It Involves
You must have the right to work permanently in the UK for the duration of the Fixed Term Contract, with a willingness to travel as necessary.
You will live in, or within easy commuting distance of, Oxford (or be willing to relocate).
The closing date for this role Thursday 29th October, with a start date to commence on Monday 30th November.