The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university.

We offer a fantastic range of benefits including a highly competitive annual leave entitlement (with the ability to purchase more), a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more. Find out more about our benefits (opens in a new window) and join us to become part of something special.

Overview

The School of Mechanical, Aerospace and Civil Engineering is seeking a highly organised and proactive Project Coordinator. In this role, you will provide vital organisational, financial, and administrative support, with a primary focus on the ROSEHIPS project (Revolutionising Operational Safety and Economy for High-value Infrastructure using Population-based SHM).

You will be responsible for ensuring the smooth operation and providing clerical support for regular leadership and committee meetings—including recording minutes.  You will maintain accurate financial records, track the budget and deliverables, and communicate these updates to the leadership team. You will also manage project events and meetings, from identifying suitable venues and technology to arranging catering, travel, and on-the-day support for both online and in-person events.

Additionally, you will play a crucial role in our external presence and compliance. This includes overseeing and regularly updating the project's social media and website, supporting the leadership team's communication with funders, and maintaining all necessary management information and records (e.g., timesheets, project documentation) for reporting, audit purposes, and export control compliance. This position requires someone who can seamlessly manage multiple priorities while ensuring high standards of accuracy and confidentiality.

You will sit in the research operations team in the School of Mechanical, Aerospace and Civil Engineering and you will be expected to work within the team to seek support when necessary as well as supporting wider tasks within the school when time allows.

Main duties and responsibilities

• Provide clerical support to regular team leadership meetings and events including recording of minutes for the project committees and following up the status of actions.
• Maintain financial records including tracking of budget and deliverables, communicating these to the leadership team.
• Organisation of meetings and events both online and in person providing support in preparation and on the day running of events. Tasks will include but are not limited to identifying suitable venues and technology to deliver required outcomes, arranging food, travel and other associated tasks.
• Liaise with the leadership team and researcher to report on events.
• Oversee social media and website, updating with information on a regular basis with support from the wider project team.
• With support from the wider operations and contracts team in the university arrange contracts with other institutions to distribute flexible funds.
• Provide support to the leadership team in communicating with funders.
• Maintain appropriate records including timesheets and other management information to support the preparation of reports relating to deliverables and for audit purposes.
• Provide administrative support for export control, signposting to RPI colleagues for advice and guidance.
• Maintain an accurate record of relevant project documentation, and recording information required for auditing by funding bodies.
• Carry out other duties, commensurate with the grade and remit of the post.

Person Specification

Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.

Further Information

Next steps in the recruitment process

It is anticipated that the selection process will take place on  15th December 2025. This will consist of an interview.  We plan to let candidates know if they have progressed to the selection stage on the week commencing 8th December 2025. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact the Operations team on mac-operations@sheffield.ac.uk.

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in new window).

What we offer

• A minimum of 38 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
• Flexible working opportunities, including hybrid working for some roles.
• Generous pension scheme.
• A wide range of discounts and rewards on shopping, eating out and travel.
• A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women’s and Parent’s networks).
• Recognition Awards to reward staff who go above and beyond in their role.
• A commitment to your development access to learning and mentoring schemes; Professional Services Shared Skills Framework.  A range of generous family-friendly policies
  • paid time off for parenting and caring emergencies
  • support for those going through the menopause
  • paid time off and support for fertility treatment
  • and more

More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits (opens in a new window).

We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.

We are a research university with a global reputation for excellence. Our ideas and expertise change the world for the better, making a real difference to society. We know that when people come together with different views, approaches and insights it can lead to richer, more creative and innovative teaching and research and the highest levels of student experience. Our University Vision (www.sheffield.ac.uk/vision) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.