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Project and Events Co-ordinator

Closing Date 12 p.m. (Noon) on 2nd July 2023

Interview Date 12th July 2023

Grade/Salary Grade 4

Hours 35 hours per week

Type of Contract Fixed Term (for a period of 1 year)

Annual Leave Entitlement 33 days plus 8 University closure days

Pension Abertay University Pension Scheme
(AUPS)

Recruiting Manager Lynne Coventry

Recruiting Manager [email protected]
Contact

Area cyberQuarter, Division of cybersecurity

Location cyberQuarter, Bell St., Dundee

Contents Section

Abertay University 1

The Service & Area 2

The Role 3

Person Specification 4

Competencies 5

Application Process 6

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1. Abertay University

Abertay University is a modern, pioneering, and ambitious university with around
5,000 students. We have a strong and evolutionary tradition of preparing students for the industries and jobs of the modern world. Abertay has made its mark with high- quality, well-directed teaching and research which, in turn, provides a stimulating and enriching experience for our students.

Abertay University has achieved the Athena Swan Bronze Award, recognising the university’s achievements in respect of gender equality. The university is also proud to hold the Race Equality Charter Mark Bronze Award for our ongoing commitment and active steps to improving race equality for our staff and students.

Visit our website for more information on:

• Working at Abertay
• Teaching and Learning
• Research

The City of Dundee
Dundee is a historic city set in a beautiful, sunny location on the east coast of Scotland.
As well as being a compact city, Dundee has great schools and beautiful surrounding countryside. Just a little over an hour’s drive away from Edinburgh, Glasgow and
Aberdeen, Dundee’s property prices can be half those of Scotland’s larger cities.

Dundee is the UK's first UNESCO City of Design based on its contributions to medical research and the creative industries. From September 2018 Dundee became home to the second Victoria and Albert Museum, the V&A Museum of Design.

The Campus
The heart of the University lies in Bell Street, with most teaching and learning facilities, offices, research centres, and the Library all within just a few yards of each other.

You can find out more about the city and Abertay’s campus by watching our Working at Abertay video.

Employment within Abertay
Abertay University recognises the value of a diverse working environment, and is keen to receive applications from individuals from across all of the equality protected characteristics (race, gender, disability, gender reassignment, age, sexual orientation, religion/belief, pregnancy/maternity, marriage/civil partnership).

The University also supports opportunities for part-time and flexible working and has policies in place to facilitate this. More information on our policies can be found at https://www.abertay.ac.uk/about/working-at-abertay/.

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2. The Service and Area cyberQuarter is an R&D centre built on a consortium of academic and industry partners to accelerate and grow a cybersecurity cluster in Dundee. cyberQuarter will offer access to expertise, specialist technologies and international networks to support and promote innovation and enterprise in the field. The Centre will host small companies and individuals alongside sector stakeholders and research academics to bring, intellectual, business and sectoral expertise to bear on close- tomarket solutions. cyberQuarter is part of The School of Design and Informatics which consists of three divisions: the Division of Games and Arts, the Division of Game Technology and
Mathematics and the Division of Cybersecurity, with around 60 members of academic staff. It has around 1700 undergraduate and postgraduate students.
The School is the home of Abertay’s undergraduate and postgraduate degree programmes in cybersecurity, applied computer science, games, and digital arts.
Abertay was one of the first universities in the world to offer degrees in Computer
Games Technology and Ethical Hacking and continues to be recognised as an international leader in its fields. The school is the National Centre of Excellence for
Computer Games Education (Screen Skills/SFC) and has recently been recognised as an Academic Centre of Excellence in Cyber Security Education (Gold Award) by the National Cyber Security Centre. These prestigious awards recognise the high quality of our teaching, research and knowledge exchange work across the school.

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3. The Role

Each year a number of events and activities are held which meet the strategic objectives of the the cyberQuarter. These events and activities support our partner businesses, staff and students in working together to build cybersecurity skills, research and jobs in the Tayside area. There is a variety of activities each week in the types of events that are run- from relatively large workshops and product launches , to small meetings, networking events and VIP visits. You will be supporting a range of events and activities, working within the cyberquarter and taking responsibility for running a number of events yourself. You will work with the wider ECR team - graphics, marketing, PR and web team colleagues in particular to support your work.

In addition to events coordinating, you will help to support day to day activities within the cyberQuarter. This includes ensuring appropriate equipment is in place for meetings, facilitating access to areas and answering general enquiries.

Role Specific Duties and Responsibilities

• Setting up, and running efficient events. This includes preparing and collating events materials, agendas, plans, spreadsheets, contact data, badges, signage etc. and providing research notes as required from external meetings.,
• Support the planning, running and smooth administration of cyberQuarter events, including profile raising events, such as business networking and conferences, and recruitment events.
• Monitor and update the content of cyberQuarter events webpages.
• Support the work of the Business Development Lead and the Director in arranging events and meetings.
• Source equipment and marketing materials, monitor and organise all event materials
• Request student workers to support events (from events team)
• Deal with email and telephone enquiries from attendees and stakeholders, with a friendly solution- orientated attitude. Act as an ambassador for the cyberQuarter and the wider University.
• To liaise and network with marketing and other department and service areas to ensure effective working relationships and to create materials to support events

The nature of the role will require a reasonable degree of flexibility with regard to working pattern. This will include occasional work at weekends and in the evening for which TOIL will be provided in line with University policy.

The successful applicant will be assigned at 50% pro rata to a large event, as the
Coordinator for the annual Cyber 9/12 Strategy Challenge for Scotland, held as a partnership between Dewar Cyber Consulting Ltd (DCC Ltd), the Atlantic Council
(Washington DC), the Scottish Government and Abertay University. This edition of the
Cyber 9/12 Strategy Challenge takes place at the cyberQuarter and is only open to students enrolled in colleges and universities based in Scotland.

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Now entering its eleventh year globally, the Cyber 9/12 Strategy Challenge is a one- of-a-kind cyber competition designed to provide students from across academic disciplines with a deeper understanding of the policy and strategy challenges associated with management of tradeoffs during a cyber crisis. Part interactive learning experience and part competitive scenario exercise, it challenges students to respond to a realistic, evolving scenario of international cyber crisis, analyze the threat it poses to national, international, and private-sector interests, and provide recommendations on the best course of action to mitigate the crisis. Since its establishment in Washington, DC in 2012, the competition has expanded its reach globally, with regional competitions across the United States, as well as in London,
Dundee, Geneva, Paris and Cape Town.

Through the competition, students have the unique opportunity to interact with expert mentors and high-level cyber professionals while developing valuable skills in policy analysis and presentation. To date, the competition has engaged over one thousand students from universities in the United States, Europe, Indo-Pacific, Africa and the
Middle East. Through its unique crisis scenario format, mentorship, recruiting, and networking opportunities, the Cyber 9/12 Strategy Challenge has expanded its global reach, will continue to build on its reputation as a pipeline for the next generation of cyber policymakers, and will continue to grow as a global community of multidisciplinary cybersecurity professionals.

The Project and Events Coordinator will support the Cyber 9/12 Project Director in the successful planning and execution of the competition. Responsibilities for the Cyber
9/12 project include:

• Project Administration. Work with the Competition Director to design and execute the Cyber 9/12 Strategy Challenge Scotland competitions, including event planning, day of event execution, communications with event participants and stakeholders, administrative tasks (e.g., arranging invoicing, minute-taking, tracking of project expenses, ordering event materials);
• Content Development and Publications. Support the development of content including collaborating on and editing Cyber 9/12 scenarios, after action reports, policy memos and digital content;
• Event Management. Support the logistics for public and private events relating to the Cyber 9/12 Project;

External Communications. Support the Cyber 9/12 Project’s social media and broader communications efforts.

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4. Person Specification

Attributes Essential Selection Criteria Desirable Selection Criteria

Bachelor’s degree in any
Education/ subject
Qualifications

Knowledge and Maintaining computerised records Knowledge of supporter

Experience databases (The Raiser’s Edge
Social media skills and or equivalent) and other CRM understanding systems

Experience of event planning and event administration – you must have knowledge and be able to Design Skills demonstrate experience of supporting events in a similar role – copywriting ability

A team player- someone who has worked as an effective team member
Experience of organising within a small unit marketing and communication

High level of written and oral materials, especially for communication fundraising and attracting sponsorship

Excellent interpersonal skills and an ability to be able to deal with multiple external and internal stakeholders as a confident ambassador for the team

Strong administrative skills and scrupulous record keeping

Ability to identify and resolve issues and problems with a solution orientated approach

Experienced user of Microsoft Office
IT tools, in particular Outlook, Word,
Excel & PowerPoint

A professional and organised approach to work

Ability to work on own initiative

Ability to work under pressure and to tight deadlines with multiple demands on your time

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5. Competencies

In order to achieve Abertay University’s goals all employees need to demonstrate the following competencies:

Effective Communication

Definition: The use of appropriate communications media and methods, to convey, explain or discuss information in a manner that is clear and accurate for the target audience.

Expected Level: Communicates information effectively and tailored to suit the understanding and needs of others. Ensures that the recipient has understood the message accurately and adapts communications style in response to feedback.

Liaison and Networking

Definition: Active participation in, contribution to or leadership of internal/external networks which build positive relationships and promote collaborative working.

Expected Level: The ability to effectively develop and maintain relationships with internal and external contacts through the provision of front line service support and promote a positive image of the Institution to staff, students and customers.

Planning & Organising

Definition: Proactive planning, prioritisation and organisation of work activities and resources to ensure best value is achieved whilst maintaining service availability and quality standards.

Expected Level: The ability to effectively complete tasks to a given plan with allocated resources, prioritising own workload to achieve agreed objectives.

Initiative and Problem Solving

Definition: Showing desire for continuous improvement in individual and team performance by actively contributing to problem solving and responding positively to opportunities for development.

Expected Level: The ability to show initiative in identifying and handling problems with regards to the role and to contribute to team projects and decisions.

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Teamworking and Motivation

Definition: Working with others in a co-operative and collaborative capacity to motivate and, where necessary, lead teams to achieve their objectives.

Expected Level: The ability to effectively contribute to a team by working collaboratively and providing support to others so that the team and individual members are able to achieve their objectives.

Decision Making

Definition: Active contribution to/leadership of decision making processes within the team which ensure objectives are achieved and quality standards are maintained.

Expected Level: The ability to positively contribute to decision making by providing advice or input to the decision making of others.

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6. Application Process

Making your application

Internal Applicant

When you are ready to start your application, you can apply via Employee Self-
Service, there will be a link called ‘Apply for a Job’. The application form will be populated automatically with the personal data currently held about you.

External Applicant

When you are ready to start your application, you will be prompted to register on our online recruitment system, which can be found at https://www.abertay.ac.uk/about/working-at-abertay/jobs

You will be guided through all of the stages of the application form. You will also be asked to upload your curriculum vitae. Within the online application form you will be asked to provide a supporting statement, this should be used to provide evidence that you meet all essential criteria within the person specification, including the essential competencies. Providing evidence is crucial as the essential criteria are mandatory requirements for the post. If you do not provide sufficient evidence for these requirements then we cannot guarantee that you will be short-listed for interview.

Interviews

It is anticipated that interviews for the post will be held on the date stated on the first page of this document or as soon as possible after the closing date. Applicants who are shortlisted for interview will be sent details of time and venue as soon as possible after the closing date.

If you have any queries regarding your application, please contact:
[email protected]; +44 (0)1382 308961

Committed to Equal Opportunities

Abertay University, Dundee is a Scottish Registered Charity, No: SC016040

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Job Types: Full-time, Temporary contract
Contract length: 12 months

Salary: £22,197.00-£24,144.00 per year

Benefits:

• Additional leave
• Cycle to work scheme
• On-site gym
• Relocation assistance
• UK visa sponsorship

Schedule:

• Monday to Friday

Work Location: In person

Reference ID: REQ001005