Team Coordinator, Ellison Scholars

Oxford, England, United Kingdom
Full Time
Mid Level

Salary Range: £40-50k, dependent on experience

Location: Rhodes House in central Oxford

Contract: Permanent

Hours: Full-time

Reports to: Programme Director, Ellison Scholars


This post spans two organisations – the post is commission and funded by the Ellison Institute of Transformative Medicine, based in Los Angeles and now expanding into Oxford, and will initially be based at the Rhodes Trust.


About the Ellison Institute

The Ellison Institute of Transformative Medicine is expanding upon its existing collaborations with the University of Oxford by building a 320,000ft2 research institute and medical clinic at the nearby Oxford Science Park. In addition to this investment, the Institute seeks to fund 10-20 scholarships for undergraduate study at the University of Oxford along with cutting-edge programming both in Oxford and in LA.

The Ellison Scholars Programme is looking to select outstanding young people around the world who are passionate about their subjects and who are motivated to have a lasting impact on technology that benefits others.


About the Rhodes Trust

The Rhodes Trust is an educational charity which offers Rhodes Scholarships to exceptional students from around the world to come and study at the University of Oxford. Their mission is to build a better world through global fellowship programmes that develop and connect compassionate, innovative, and public-spirited people committed to solving humanity’s challenges. ​

In recent years, they have also partnered with several other remarkable organisations to create the Mandela Rhodes Foundation, the Atlantic Institute, the Schmidt Science Fellows, and their most recent initiative called RISE. They are now partnering with the Ellison Institute of Transformative Medicine, based in LA and expanding into Oxford, to deliver a new scholarship for undergraduate study at the University of Oxford.


The Role

The Ellison Scholars Team Coordinator will support all functions of the Ellison Scholars Team – from communication, outreach and selection, through to Scholar support, programming and policy / process creation and review.  The role will be broad and will vary within the calendar year as different functions come to the fore, and will also vary as new aspects of the scholarship programme are designed and built, resulting in emerging requirements and evolving priorities.


Key Responsibilities

  • Introduce processes and efficiencies as the scholarship programme launches and grows.
  • Monitor the project timelines and coordinate across people and functions, with assistance from team members, to ensure that the project launch and key milestones happen on time. Update the timelines as required and approved. Take responsibility for ensuring that the project plan is always up-to-date.
  • Be the first point-of-call for all queries from outreach / partner organisations, selectors, applicants and scholars, assigning them to other team members as necessary.
  • Assist with policy-writing and content creation for key stakeholder groups as well as for the Ellison Scholarship applicants and Scholars at each stage of their journey.
  • Conduct research as necessary, including the collection of data and feedback to facilitate continuous improvement.
  • Assist with meeting and events organising – coordinating availability across multiple calendars.
  • Proficient use of all of the software used by the team, investigating additional possible uses and more efficient ways of working with technology.
  • Work with the full Ellison Scholars Team to launch, build and deliver the Ellison Scholarship programme. The type of work required will vary throughout the calendar year and also throughout the design and building of the initiative.
  • Assist the Communications and Outreach Manager in conducting research, obtaining feedback on drafts and proposals and on delivering new communications and conducting global outreach.
  • Assist the Selection Manager in designing and creating content for the selection process, and delivering the selection events, and also in the annual updating and testing of the application form.
  • Support the management of the Ellison Scholarship Selectors – assisting the Selection Manager with Selector recruitment, onboarding, training and year-round engagement.
  • Assist the Scholar Manager with preparing the Ellison Scholars for Oxford and providing on-the-ground support to the Scholars as they study their undergraduate degrees.
  • Receive, process and send on for authorisation and payment, as appropriate, funding requests made by Ellison Scholars on programme.
  • Support the Programming Manager in the design phase of the programming journey that the Ellison Scholars will take throughout their 4.5-year tenure on the programme.
  • Assist the Programming Manager and Events Manager in ensuring that the programming in Oxford and in LA happens seamlessly.
  • Longer term – assist with the Alumni Manager to design and implement an engagement plan that keeps the Ellison Scholars connected to each other and to the programme beyond Oxford and LA.


Person Specification

Essential Knowledge, Skills and Experience

  • Have at least 4 years of experience in administration and coordination, preferably within organisations that work with young people and / or which work internationally.
  • Be proficient in MS Office software, CRM / database management and reporting and be quick to learn new technologies.
  • Attention to detail – for example in reviewing content or testing processes or forms.
  • Experienced in calendar coordination and setting up meetings and events.
  • A strong working knowledge of data protection laws in the UK and GDPR.
  • Sensitivity towards working with minors and a willingness to learn and implement processes, policies and procedures required to ensure their safety at all times.
  • Excellent IT skills – proficient use of the Microsoft suite is essential. Experience of managing and updating databases and creating reports.
  • Great interpersonal skills – particularly with young people. As the first port-of-call for applicants and Ellison Scholars, a friendly and empathetic nature is a necessity.
  • Sensitivity to cultural differences across the globe.
  • Extremely organised and able to deliver work ahead of a deadline. Additionally, an ability to bring order to busyness and to introduce processes as the initiative is built.
  • Excellent communication skills – both in writing (e.g. emails, policy and externally facing content) and verbally.
  • Be happy to help any team member during their function’s peak points and whenever additional support is needed.
  • Some knowledge of process mapping or experience of introducing logical and efficient processes.
  • A willingness to work out-of-hours during peak busy periods and to cover different time zones as needed (e.g. during the selection process which will need to cover non-UK time zones).
  • Be based in Oxford, or willing to move to Oxford and be able to travel to the U.S. and internationally as/if needed, and according to guidance on safe travel.


Desirable Knowledge, Skills and Experience

  • Policy writing and content creation experience (e.g. content for website) would be extremely beneficial.
  • Experience working with 16-18 year olds would be very beneficial in this role, as would experience of working with people across the globe.
  • Some ability to collate and analyse data would be helpful.
  • Experience of volunteer / stakeholder management would be beneficial.
  • An undergraduate degree is desirable.
  • Project management or coordination experience would be beneficial.


Terms of Appointment

Subject to a satisfactory probationary period of 3 months, this is a permanent role. You must be eligible to work in the UK with a willingness to travel occasionally and as necessary. The need may arise for additional hours to be worked. Time off in lieu may be arranged with your line manager as appropriate. As the Ellison Institute’s expansion continues in Oxford, this role may be transferred to employment by the UK-based Ellison organisation.


The Rhodes Trust participates in a competitive pension scheme private health insurance and offers 30 days’ leave plus public holidays each year.


The Rhodes Trust is an equal opportunity employer. We warmly welcome applications from talented people of diverse backgrounds and appoint without regard to age, disability, gender, gender identity, gender reassignment, sexual orientation, pregnancy or maternity, parental status, marital or civil partner status, race, colour, ethnic or national origin, nationality, religion or belief.




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