Project Coordinator

We are looking for a highly organised and proactive Project Coordinator to support the delivery of a portfolio of international research projects. This role focuses on non scientific project management, ensuring smooth coordination across finance, logistics, HR processes and stakeholder engagement.

You will work closely with Principal Investigators, academic teams, international collaborators and funders to ensure projects are delivered on time, within budget and in compliance with funder requirements.

Project Coordination & Delivery

• Coordinate end to end project logistics including meetings, events, international travel and visas
• Support planning and delivery of workshops, conferences and stakeholder engagements
• Maintain project documentation, timelines and reporting schedules

Research Grants & Bids

• Support preparation and submission of research grant applications
• Liaise with academic staff and pre award teams to collate application materials
• Assist with proposal development, costing and compliance checks

Financial Management

• Monitor project budgets and track expenditure
• Produce financial forecasts and variance reports
• Ensure compliance with funder and institutional financial regulations

Stakeholder & Partner Engagement

• Act as a key point of contact for internal and external stakeholders
• Coordinate communication with international partners, funders and collaborators
• Support governance processes including steering committees and reporting

HR & Resource Coordination

• Support recruitment processes and onboarding of project staff
• Assist with contract management and staff forecasting
• Maintain accurate staffing records linked to project funding

Communications & Reporting

• Maintain project webpages and digital content
• Contribute to newsletters, reports and dissemination activities
• Support monitoring, evaluation and learning reporting

Essential

• Experience in project coordination within Higher Education, research or similar environment
• Proven experience supporting research grants or bid development
• Strong financial awareness including budget monitoring and forecasting
• Experience coordinating international logistics (travel, events, visas)
• Excellent stakeholder management and communication skills
• Highly organised with ability to manage multiple priorities

Desirable

• Experience working with funders such as NIHR, EU or similar
• Knowledge of UK Higher Education systems and processes
• Experience with systems such as Agresso, SITS, or similar
• Experience supporting international collaborations

• Project management and coordination
• Financial tracking and reporting
• Stakeholder engagement
• Attention to detail
• Problem solving and adaptability

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.