Please note, this vacancy is open to current University of Glasgow employees only 

Job Purpose

The postholder will work closely with Senior Exchange Coordinators, Global Opportunities Managers, and the Head of Global Opportunities to support the creation, renewal, and ongoing management of bilateral exchange agreements. The role also includes administrative support for inbound and outbound staff mobility, where opportunities and funding are managed within the Global Opportunities team and supports a range of process improvement projects.

Main Duties and Responsibilities

1. Lead the end-to-end administration of bilateral exchange agreements, from initial enquiry through to finalisation and renewal, including documentation, stakeholder liaison, and accurate record-keeping. This involves coordinating administrative tasks,  supporting annual negotiations, through preparation, coordination, and timely communication with partners, maintaining data quality, and regularly liaising with Schools and Colleges to collate and assess partnership data for reporting and review purposes.

2. Act as a first point of contact to provide clear and accurate information to prospective students, staff and overseas partners on a range of topics including but not limited to: International Exchange, Study Abroad and short-term mobility programmes processes and related procedures, UofG course descriptions, course requirements and availability, accommodation, orientation, funding, welfare, and other general information related to students’ experience abroad.

3. Support the handling of enquiries received via the Team’s email inbox, Ivanti and Moodle, ensuring responses  are courteous, professional and timely. Resolve queries by applying sound judgement and established procedures, escalating issues where necessary, and prioritising tasks to maintain an effective and responsive service.

4. Contribute to the scoring and allocation of outbound student applications for single semester and full year study exchange on central MyCampus systems.

5. Provide effective administrative and coordination support to the Global Opportunities Manager in delivering process improvement projects, including systems enhancements, updates to standard operating procedures, compliance with institutional policies and external funding regulations, and monitoring of performance metrics.

6. Maintain accurate partnership information about short-term, Exchanges and Study Abroad agreements on central MyCampus student record systems and local databases in line with University and external requirements; run queries on exchanges and application numbers to enable performance analysis of programmes, for use throughout the university and for reporting to external funding bodies.

7. Coordinate and support campus visits by international partners where staff mobility opportunities and funding are managed within the Global Opportunities Team. Responsibilities include identifying relevant University staff to participate, preparing and communicating visit programmes, managing welcome documentation (including visa sponsorship letters where required), and tracking budget spend to inform decision-making and reporting.

8. Update as instructed, partnership information on social media, website, Ivanti, Moodle and other internal databases to support inbound and outbound student application processes.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential

A1 Scottish Credit & Qualification Framework level 7 (Advanced Higher/SVQ level 3, HNC) or equivalent and experience of personal development in a similar role OR ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

A2 Detailed knowledge of MS Office applications.

Desirable:

B1 Knowledge of University of Glasgow or other UK or International Higher Education systems and structures.

B2 Knowledge of partnership administrative and/or student mobility processes.

Skills

Essential:

C1 Effective IT and numeracy skills, including advanced MS Office skills.

C2 Ability to analyse data and appropriately present summary information to support planning and decision making.

C3 Ability to plan, organise and prioritise in order to balance a range of complex tasks in a timely manner and acceptable standard.

C4 Attention to detail and experience in administering processes, which are bureaucratically complex and subject to external scrutiny and audit.

C5 Initiative and judgement to resolve problems independently.

C6 Ability to communicate clearly orally and in writing to ensure effective reporting and customer service; Excellent interpersonal and communication skills.

C7 Ability to speak authoritatively to and work with internal and external stakeholders (both students and staff) from a diverse range of backgrounds and organisational levels.

C8 Ability to engage with organisational policies and quality assurance processes and apply these appropriately.

Desirable:

D1 Advanced spreadsheet skills – with ability to manipulate and display data using spreadsheet tools.

D2 Ability to prepare and deliver powerpoint presentations to groups.

Experience

Essential:

E1 Experience with working with a range of different software, data base and spreadsheet analysis.

E2 Experience of working in a professional office environment delivering a customer-focused service.

E3 Experience of working as part of a team.

Desirable:

F1 Experience of the MyCampus System – particularly in Admissions, Student Records and Financial modules.

F2 Experience of working in an HE environment, particularly in Admissions, Student Mobility or with international students.

Terms and Conditions

 
Salary will be Grade 5, £28,031 - £31,236 per annum. 

This post is full time and open ended. 

Closing date: 26th January 2026 

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.