At a Glance
- Tasks: Coordinate exciting international exchange events and support planning for a week-long visit.
- Company: Join the dynamic team at Lancaster University’s Research and Enterprise Services.
- Benefits: Gain valuable experience, develop skills, and work in a collaborative environment.
- Other info: Perfect opportunity for current students to gain hands-on experience until September 2026.
- Why this job: Make a real impact by connecting cultures and enhancing international research collaborations.
- Qualifications: Strong communication skills, IT proficiency, and project management abilities required.
The predicted salary is between 30000 - 40000 £ per year.
RES are seeking to recruit a Staff Exchange Administrator to help support the planning and delivery of a week-long visit to Lancaster in September 2026 by colleagues from Sunway University as part of the exchange programme. They may also support ongoing virtual activities between Lancaster and Sunway Universities in the run-up to the event.
Tasks will typically include:
- Working closely with the Lancaster project lead - Dr Mandy Dillon, and the Lancaster core team on the planning of activities for the Sunway visit.
- Booking rooms on campus across that week.
- Organising catering - through the university catering system but also liaising with local eateries on campus and possibly in Lancaster to book tables etc.
- Booking hotel accommodation for the Sunway visitors in Lancaster.
- Arranging in-country transfers to and from the airport.
- Liaising with various university staff to ensure they are invited to meet the visitors and are aware of the arrangements for the week.
- Acting as a first point of contact for the Sunway visitors regarding the event and responding to queries (email and TEAMS).
- Arranging local transportation (e.g. minibus hire, bus passes) as required.
- Supporting Dr Dillon and the project team to meet regularly with Sunway University colleagues by arranging regular online meetings.
- Helping to create a Lancaster guide and map for our visitors which contains useful information for their stay.
- Administrative support for other project-related activities as required.
You are required to submit a cover letter to support your application. Applications without a cover letter will not be considered.
Please note: Unless specified otherwise in the advert wording, this role is only open to individuals living in the UK. Under the terms of this work, we endeavour to provide the advertised number of hours; however, hours are not guaranteed and that work may cease if there is a fall in demand. Adverts that display a closing date should be treated as a guide. We reserve the right to close the vacancy once we have received sufficient applications, so we advise you to submit your application as early as possible to prevent disappointment.
Help and advice on making applications can be found on the Lancaster University Careers pages.
Requirements:
- Current Lancaster University student or staff member, must be available up to September 2026.
- Excellent communication skills, able to effectively communicate with a wide range of people both within and outside of the university.
- Competent IT skills (Microsoft Word, Excel, Teams and Outlook).
- Competent project management skills (e.g. ability to book rooms, catering, consider timings).
- Reliable and able to meet deadlines.
- Available to work from 9am with advance notice (due to the time difference between the UK and Malaysia).
- Accurate, organised and methodical approach to work.
- A team player. Able to liaise with staff, provide updates and take on appropriate actions as directed by the project lead.
Desirable:
- Previous experience supporting a multi-day event.
Working in this role will help develop the following skills and experience:
- Collaboration
- Creativity
- Curiosity
- Emotional Intelligence
- Exercising Professional Judgement
- Flexibility
Research and Enterprise Services (RES) is a professional Lancaster University department supporting the generation of income through research projects and research-related commercial activities. Within RES we are currently leading a British Academy Project in partnership with Sunway University's Research Support Office, based in Malaysia. This exciting project is a two-year comprehensive staff and knowledge exchange programme which aims to deepen understanding and capacity within both institutions to effectively manage international research collaborations.
International Exchange Events Coordinator employer: Lancaster University
At Lancaster University, we pride ourselves on fostering a collaborative and inclusive work environment that empowers our employees to thrive. As an International Exchange Events Coordinator, you will have the unique opportunity to engage with diverse cultures while supporting meaningful international collaborations, all within the vibrant setting of our campus. With a strong emphasis on professional development and a supportive team culture, we are committed to helping you grow your skills and make a significant impact in the realm of global education.
StudySmarter Expert Advice🤫
We think this is how you could land International Exchange Events Coordinator
✨Tip Number 1
Network like a pro! Reach out to current or former staff at Lancaster University and Sunway University. A friendly chat can give us insider info on the role and might even lead to a recommendation.
✨Tip Number 2
Prepare for the interview by researching the exchange programme and its goals. We want to show that we’re genuinely interested in the role and understand how it fits into the bigger picture.
✨Tip Number 3
Practice our communication skills! Since this role involves liaising with various people, let’s rehearse common interview questions and scenarios to demonstrate our ability to connect with others.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure our application gets noticed. Plus, we can keep track of our application status easily.
We think you need these skills to ace International Exchange Events Coordinator
Some tips for your application 🫡
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Make sure to highlight your relevant experience and skills that align with the role. We want to see your personality come through, so don’t be afraid to let us know why you’re excited about this opportunity.
Show Off Your Communication Skills:Since this role involves liaising with various people, it’s crucial to demonstrate your excellent communication skills. Use clear and concise language in your application, and consider mentioning any past experiences where you successfully communicated with diverse groups.
Be Organised and Methodical:We love a candidate who can keep things organised! In your application, mention any project management experience you have, especially if it involved planning events or coordinating activities. This will show us you can handle the responsibilities of the role.
Apply Early Through Our Website:Don’t wait until the last minute! We recommend applying as soon as possible through our website to avoid disappointment. Remember, we might close the vacancy early if we receive enough applications, so get your application in today!
How to prepare for a job interview at Lancaster University
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the International Exchange Events Coordinator. Familiarise yourself with the tasks mentioned in the job description, like booking rooms and liaising with staff. This will help you demonstrate your knowledge and enthusiasm for the role.
✨Showcase Your Communication Skills
Since this role involves interacting with a diverse range of people, be prepared to discuss your communication style. Think of examples where you've effectively communicated with different stakeholders, whether through email or in person. This will highlight your ability to connect with both university staff and international visitors.
✨Demonstrate Your Organisational Skills
The job requires a methodical approach to planning events. Bring examples of how you've successfully managed multiple tasks or projects in the past. You could mention any experience with project management tools or techniques that helped you stay organised and meet deadlines.
✨Prepare Questions for Your Interviewers
Interviews are a two-way street! Prepare thoughtful questions about the exchange programme and the team you'll be working with. This shows your genuine interest in the position and helps you assess if the role is the right fit for you.
