Part-time Academic Events Coordinator (Casual)

University Grade 5 £19.19 per hour
Casual Contract
Approx. 10 hours per week for 30 weeks duration
Closing date: Friday 17 October 2025

Background to the Academic Projects Office

Green Templeton offers funding and administrative support for substantial academic initiatives led by College Fellows. The college has a small Academic Projects team who are responsible for supporting and coordinating those projects as part of its extensive programme of academic activities.

Main Purpose of Job

The Academic Projects Office is seeking to appoint a part-time Academic Events Coordinator to provide in-person and remote support at academic initiative events.

For in-person events, responsibilities will include helping with venue setup, managing AV equipment, assisting speakers and guests on site held at Green Templeton, and ensuring the event runs smoothly.

For remote and hybrid events, responsibilities will include setting up and managing Zoom meetings or webinars, troubleshooting basic technical issues for speakers and attendees, monitoring chat and Q&A functions, and ensuring an excellent online experience for all participants.

The role will also involve supporting post-event tasks, including compiling feedback and writing concise event summaries or website reports.

This flexible, part-time position would be ideal for a current student or recent graduate seeking hands-on experience in event coordination and administration within a busy academic environment. It represents an excellent opportunity for an early-career individual to gain valuable experience while contributing meaningfully to the college’s growing academic events programme.

Key Tasks and Major Responsibilities

• Support the Academic Projects Team to deliver their portfolio of academic events (in-person, remote, and hybrid formats)
• Assist with setup and logistics for in-person events, including room layout, signage, registration, and refreshments
• Set up, host, and manage Zoom meetings and webinars for virtual and hybrid events
• Provide support to speakers and attendees during events, both in-person and online
• Write up event summaries or short reports for internal records, websites, or newsletters
• Attend bi-weekly team meetings
• Provide occasional administrative support to the Academic Projects team, such as updating mailing lists or drafting communications
• Undertake other tasks commensurate with the grading of this post as required

Person Specification

Applicants will be judged against the following selection criteria. Please note that these are not ranked in any particular order.

Essential

• Undergraduate degree or currently enrolled as a student
• Excellent written and oral communication skills for both academic and non-academic audiences
• Reliable and hardworking
• Confident, positive and friendly
• Willing to adopt a customer-focused approach
• Tactful, firm, imaginative and enthusiastic
• Creative when solving problems
• Able to write brief reports for websites or similar
• Experience using online event meeting platforms such as Teams and Zoom
• Proficient in general computer skills, including Microsoft Office
• Flexible and able to work evenings and weekends

Desirable

• Events management experience, including online event delivery
• Experience using audio-visual (AV equipment) such as screens, microphones and cameras
• Interested in the college’s core academic themes. For more information on our academic events and areas of focus, please visit the Green Templeton College website.

Green Templeton welcomes applications from people from all sections of the community and are particularly encouraging those from diverse groups, such as LGBTQ+ and Black, Asian and Minority Ethnic candidates, who currently are under-represented in the college staff team.

Terms and Conditions of Employment

Reporting

Dr Ruth Scobie, Academic Development and Programmes Facilitator

Contract

The postholder will be employed through a casual contract. We anticipate that the role will work approximately 10 hours per week over a 30-week period (usually in Term Time).

Working Environment

The role requires flexibility to work evenings and weekends, both remotely and in-person at events. Ideally, the candidate will be based in Oxford or within a commutable distance. While remote working may be possible for some aspects of the role, regular travel to Oxford may still be necessary. Please note that travel expenses are not covered. A laptop will be provided.

Hours

300 hours maximum, worked approximately 10 hours per week, during the University of Oxford Term Time. The postholder must be available continuously throughout the period of employment, and not be traveling for fieldwork.

Pay

£19.19 per hour

Other benefits

• Parking is currently available on a first-come, first-served basis (although this is not a contractual right for staff and it may be removed at any time)
• Free lunches on office working days are provided when the kitchens are open
• Use of college sports facilities, including tennis, squash, punt and gym
• University Card giving free access to the Oxford Botanic Garden and Arboretum, libraries and other college gardens (by appointment)

Green Templeton College is an independent employer and does not automatically apply University of Oxford employment terms and conditions or policies.

Recruitment Timetable

Application closing date

Friday 17 October at 12:00

Interview

Interviews will take place at Green Templeton College on Monday 27 October 2025. A remote interview via Microsoft Teams can be arranged upon request. As there are several people on the interview panel, it will not be possible to reschedule these dates.

In the interests of economy, we will only contact those candidates who have been shortlisted for interview and they will be informed by telephone or email. Applicants are welcome to telephone or email to check the progress of their application.

How to apply

Please submit the following to hr@gtc.ox.ac.uk by Friday 17 October at 12:00 noon

• CV providing details of relevant achievements as well as your professional and educational history.
• Covering letter summarising your interest in this post and providing evidence of your ability to match the criteria outlined in the Person Specification.
• Sample of your writing reflecting your written communication skills. Examples may include article or public facing report.
• Names and contact details of two referees. Green Templeton will assume that it is free to approach referees at any stage of the application process unless the applicant states otherwise.
• A completed Diversity Monitoring Formwhich will assist us with monitoring equal opportunities in recruitment. The information you provide in the Form is kept separately from the information used in recruitment decisions. The information is strictly confidential, used purely for statistical purposes and to ensure that policies are being applied fairly.

Please ensure that your covering letter addresses the essential criteria listed above.

Data Protection

All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 2018 and the College’s Data Protection Policy.