UTS POSITION DESCRIPTION UTS: SCIENCE

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1 UTS POSITION DESCRIPTION UTS: SCIENCE Position Title Hub Project Manager Unit/Division or Faculty School of Mathematical and Physical Sciences, Faculty of Science Position Number Current HEW Level HEW 8 Job Family(HR Use Only) ANZSCO Code (HR Use Only) 2249 POSITION PURPOSE While this role is 1.0 FTE and located at the University of Technology Sydney, it is co-funded between the University of Technology Sydney and the University of South Australia. The Hub Project Manager is accountable to, and responsible for providing support to, the Hub Director and Deputy Director, ARC Transformational Research Hub for Integrated Device for End-user Analysis at Low-levels (IDEAL) to achieve the research management and administrative objectives for the grant. There will be a reporting relationship to the School Manager for HR-related requirements. The Hub Project Manager is responsible for the provision of a wide range of research, outreach and administration infrastructure and support within the funding envelope. The Hub Project Manager contributes to the objective of maximising research funding income and outcomes at UTS and UniSA by providing administrative direction and support, including proposal review and submission, contract negotiation with providers and funders, project establishment, management and reporting, ethics support. This includes coordinating the research reporting activities during the post grant award phase and supporting research governance. A key objective is to ensure that all research administrative and financial matters are prioritised appropriately and handled efficiently, effectively and professionally. Furthermore, the Hub Directors (IDEAL) at UTS and the University of South Australia have specific responsibilities around outreach for the grant. The Hub Project Manager will facilitate and support the Hub Directors in terms of planning, coordinating and ensuring the quality of various outreach events and activities in coordination with the Hub Partners. ENVIRONMENT AT UTS The Faculty of Science at UTS comprises two Schools and two Research Institutes: The School of Mathematical and Physical Sciences The School of Life Sciences C3 Climate Change Cluster ithree Institute Infection, Immunity, Innovation The Faculty is the fifth largest in terms of student enrolments and the largest in terms of research revenue of the seven faculties at UTS. It is also the second largest in terms of total academic and support staff. The Faculty also has technical and administrative service units to support the teaching and research endeavours of academic staff. 1

2 The IDEAL initiative is being coordinated simultaneously with the development of the Faculty s Initiative for the Biomedical Devices. It currently sits within the School of Mathematical and Physical Sciences but as the Initiative grows into a future research strength, a separate Institute will emerge. There will be inevitable cross-overs between the emergence of both the Hub and the development of our Research Strength in Biomedical Devices so work done by the Hub Project Manager will be to the benefit of both. ENVIRONMENT AT UNISA The University of South Australia is an enterprising and dynamic, outward-looking institution established in 1991, but built on more than 150 years of teaching, learning and research excellence of our antecedent institutions. We are South Australia s largest university, and continue to enjoy a strong upward trajectory across a number of key indicators and global rankings - we are ranked amongst the top 3% of universities worldwide and in the top 50 international universities under 50 years of age. Known for our strong and engaged research and our experientially-based teaching and learning, all activities are conducted in close collaboration with business, industry, government and the professions. The University of South Australia prides itself on educating individuals to the highest standards, investing in the very best teachers and researchers, as well as state-of-the-art physical and virtual infrastructure; creating and disseminating knowledge so that our communities and societies are better able to understand and address the crucial challenges of our time. RELATIONSHIPS Supervision While the position has an HR-related reporting relationship to the School Manager, the position reports on operational day-to-day activities to the Hub Directors for the ARC Transformational Research Hub for Integrated Device for End-user Analysis at Low-levels (IDEAL), both at the University of Technology Sydney and the University of South Australia. No positions currently report to this role. Collaboration and Communication Internal The Hub Project Manager will liaise and work with researchers in the Faculty of Science at UTS, in particular the School of Mathematical and Physical Sciences; members of the Faculty and School Executive, Directors of Institutes; School and Faculty professional staff. The Hub Project Manager will also communicate and work with staff in Research and Innovation Office (RIO), the Marketing and Communications Unit (MCU), UTS Legal and the Financial Services Unit (FSU). External The Hub Project Manager will collaborate closely with Hub champions and theme leaders at UniSA and will liaise with external stakeholders and industry partners; visitors to coordinate events and meetings as required and members of other universities and industry when organising the activities of Senior Executive. PD Hub Project Manager

3 MAJOR FUNCTIONS This position supports the core research activities of the Industry Hub including: 1. Hub Project Management Manage the delivery of the Industry Hub project including coordination of the multiple partner research teams, project plan implementation, delivery of project activities and milestones, impact assessment and associated commercialisation processes. Establish systems and processes for tracking, reporting and evaluating programs. Review of the industry agreements for the Industry Hub prior to submission to Faculty to ensure policy compliance. Lead the financial development of key documents and initiatives, including ARC financial reports, annual reports, Industry reports, capital work requests and funding proposals. Manage ARC and industry funding for the Industry Hub including monitoring project expenditure and developing accurate and timely financial reporting to meet the complex needs of key stakeholders, ensuring all record keeping and project reporting is conducted in accordance with ARC and Industry Partner requirements. 2. Project Management Manage enquiries to the Industry Hub by providing accurate information in response to enquiries to ensure prompt responses and maintain the professional image of UTS and UniSA. Design and review in conjunction with Hub Directors the preparation of Project written materials, including contracts, project management processes and documentation, intellectual property (IP) management, presentations and communication materials. Develop, implement and manage confidentiality and intellectual property record keeping protocols associated with the Industry Hub. Manage with the development of promotional and educational materials in collaboration with Marketing and Communications Unit. This could include the identification and compilation of materials to educate researchers on various aspects of obtaining research funding and managing their research project. Deliver accurate and timely financial, scientific and progress reports to the funding body, government and industry partners, researchers and University management, including compliance checking and submission according to the specific requirements as directed. Develop and implement a hub specific induction program for new academics and students appointed to Industry Hub. Proactively manage existing and foreseeable administrative issues arising in the course of the Industry Hub and design/implement solutions. Incorporate advice from School Manager as required. Prepare and submit external correspondence and reports to funding bodies, government and industry partners, researchers and University management with general guidance. Provide subject matter expert advice to team members in relation to policy and procedure processes. PD Hub Project Manager

4 3. Funding and/or External Engagement Opportunities Provide specialist advice to the Faculty on high profile strategic partnerships relevant to the grant Initiate, develop and manage collaborative relationships between various stakeholders including but not limited to industry partners, university staff and government agencies. Liaise and communicate with the School Manager and the Hub Directors (IDEAL) about the Industry Hub s financial commitments. 4. Publications and Communications Manage the publication record process for the Return of Collection (RoC) and ERA (or equivalent research quality assessment exercises) using relevant University systems for those staff involved with the Industry Hub. Develop and document project plans, business cases, scoping documents, implementation plans and communication plans, evaluation documents as required. Work with the University and Faculty Marketing and Communications team to flag new potential stories, and facilitate the promotion of Industry Hub, School and Faculty research activities relating to the Industry Hub and its research, both internally and externally by drafting research reports, brochures, and supplying and circulating advertising materials for research events. 5. Research Governance Manage the Executive Committees established for the Industry Hub as required. 6. Other activities as required to meet the needs of the Industry Hub. POSITION CHALLENGES The key challenges of the position are to: Communicate effectively with a wide range of client groups. Ensure that confidential and sensitive matters are dealt with appropriately. Manage a broad range of responsibilities and duties within ongoing time constraints and deadlines. Work under pressure, exercise initiative and judgement and demonstrate flexibility in dealing with competing priorities, needs and deadlines. Maintain a thorough understanding and working knowledge of the University rules and regulations related to Research degrees as well as related Faculty of Science guidelines and procedures. AUTHORITY The role is expected to act under the broad direction and guidelines set by the Hub Directors, as well as operating accountability to them. All work is to be undertaken in accordance with established policy, guidelines, standards and procedures including the UTS Values and UTS Code of Conduct. PD Hub Project Manager

5 The incumbent has no financial delegations. LEADERSHIP CAPABILITIES FOR THE ROLE Pipeline Category Capabilities Leading Strategically Displays creativity Maintains perspective Collaborating and Engaging Demonstrates courage Deals with ambiguity Leading Teams Motivates others Presence and Awareness Demonstrates resilience Leading Performance Informs others Solves problems HEALTH AND SAFETY The Hub Project Manager must: Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others and Follow specific health and safety procedures as directed. RECORDS MANAGEMENT The Hub Project Manager must: Create and collect records that document their activities. Ensure records are captured into the official recordkeeping system. Manage records consistent with university procedures. PD Hub Project Manager

6 ORGANISATION CHART UTS Faculty of Science Faculty Accountant Dean, Faculty of Science Finance Associate Deans x3 Faculty General Manager Institute Directors x2 Heads of School x2; Assoc Heads of School x6 Manager, Marketing & Communications Academic Programs Manager Research Development Manager Governance & Records Manager Facilities & Infrastructure Coordinator Stores & Procurement Coordinator Institute Manager, C3 Institute Manager, ithree School Manager School Manager Marketing & Communications Academic Programs Research Coordinator Exec Assistant: Dean & FGM Facilities Procurement Assistant Faculty Outreach& Promotions Exec Assistant: Assoc Deans x3 Stores Assistant Teaching & Learning Teaching & Learning Senior Project : Intl & Ext Engagement Mail Assistant ACEMS Project Administrator School Administrative Assistant School Administrative Assistant PD Hub Project Manager

7 KEY SELECTION CRITERIA UTS: Science Position Title Unit/Division or Faculty Hub Project Manager School of Mathematical and Physical Sciences, Faculty of Science Skills and Attributes High level communication and interpersonal skills, with proven ability to effectively work with a diverse range of stakeholders, resolve conflicts and negotiate successful outcomes both internally and externally. High-level skills in large scale and complex project management with demonstrated ability to develop and manage budgets, activity planning, outcome reporting and evaluation. Demonstrated analytical and problem solving skills and ability to contribute to continuous improvement in operations, processes and service delivery. Proven ability to be innovative, adaptable, flexible and commercially-responsive in an environment of change and competing priorities. The ability to work constructively under sustained pressure, whether independently or as part of a team. Demonstrated ability to work independently, using initiative and judgment, as well as part of a team. Ability to work at a high level of accuracy and detail, with well-developed time management and organizational skills to support excellent work presentation while managing competing priorities. Demonstrated advanced skills in a range of applicable computer applications, including Microsoft Office, and ideally, the capacity to use the University systems software. Knowledge Broad understanding of the university s educational, administrative and financial functions Qualifications An appropriate tertiary qualification or an equivalent level of knowledge gained from a combination of experience and training Experience Experience in the timely provision of excellent client service in a high-pressure environment. Proven experience in successful project management. PD Hub Project Manager

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