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Department of Physics, Denys Wilkinson Building, Keble Road, Oxford
Applications are invited for a Programme Manager, Breakthrough Listen This post is full time and fixed term until 30/06/26 with the possibility of an extension subject to funding. We are recruiting for a Programme Manager for Breakthrough Listen. This is a fast-paced role that will form an integral part of the Breakthrough Listen Initiative’s execution within the Sub-Department of Astrophysics. The successful candidate will serve as the administrative nexus for Breakthrough Listen’s international headquarters at the University of Oxford, including on matters related to hiring, purchasing, contracting and scheduling. The post-holder will also integrate into the current admin team and provide support when necessary. The post-holder must be able to deal with a wide range of tasks, many of which are highly confidential, sensitive or urgent. They should be confident in writing, and demonstrate attention to detail. Experience of work within a scientific, or university environment, or of grant management, would be welcome. A willingness to travel, work outside normal hours to support stakeholder events, and outreach activities is also needed. You will be a flexible person with outstanding time management, communication and negotiation skills. You will have previous experience providing administrative support in a complex and agile unit. You will be an advanced user of IT in general and the Microsoft Office Suite as well as project management tools in particular. In addition, you will have meticulous attention to detail coupled with the ability to work under pressure in a busy environment. Applicants should demonstrate superb tact and resourcefulness in executing complex tasks with imperfect information and in confidential or sensitive circumstances. Only applications received before midday 5th January 2023 can be considered. You will be required to upload a letter of application/supporting statement, CV and details of two referees as part of your online application.
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Job Description and Selection Criteria Job title Programme Manager Division Mathematical Physical and Life Sciences Department Physics Location Denis Wilkinson Building, Keble Road, Oxford, OX1 3RH Grade and salary Grade 8: £45,585 to £54,395 per annum Hours Full time Contract type Fixed term until 30th June 2026, with a possible 3-year extension Reporting to Head of Research Grants and Contracts with a strong dotted line to the Director of Breakthrough Listen Vacancy reference 169631 Closing date – midday on 5th January 2024 Additional information The postholder should be willing to travel, work outside normal hours to support stakeholder events, and outreach activities is also needed The role The Department of Physics seeks a Programme Manager to support a Principal Investigator and their team in running a major research project involving numerous national and international partners. The Department operates a large portfolio of research grants from a variety of funders, and has several project portfolio and programme managers to facilitate the delivery of a number of these projects, including assisting with expenditure, staff recruitment and management, reporting, financial management, audits and more general operations. 1 The Programme Manager will be personally responsible for assisting the Director to ensure the smooth running of the Breakthrough Listen (BL) BQQ1 project which is led from Oxford. The Breakthrough Listen Initiative (BL) was launched in July 2015 and is the most comprehensive search for technosignatures in history. The program has to-date produced more than 50 peerreviewed publications, including the most stringent technosignature limits in the astrophysics literature. BL has expanded its observatory network to include 15+ ground and space-based radio and optical telescopes and has active collaborations with more than 50 academic and research institutions around the world. BL is one of a suite of scientific initiatives centered around the search for life in the universe, known as the Breakthrough Initiatives, sponsored by the Breakthrough Prize Foundation (BPF). In recognition of the transformed field, Breakthrough Listen is evolving with an international posture, headquartered at the University of Oxford and integrated with complementary research fields, such as astrobiology, exoplanet detection and characterization, habitability studies, transient astronomy, artificial intelligence and modern data analytics. Through this partnership, BL will continue to carry out the world’s most comprehensive search for extraterrestrial intelligent life using world-class radio and optical telescopes headquartered from within the University of Oxford. Much of Breakthrough Listen’s activities are executed via sub-awards with other academic and research institutions worldwide. In addition to engineering and scientific work, Breakthrough Listen has extensive industrial engagement, outreach and advocacy activities. The postholder will report to the Head of Research Grants and Contracts. He or she will have a strong dotted line to Breakthrough Listen Director Dr. Andrew Siemion, to assist him in meeting program goals. The post will also involve working with the broader Listen senior leadership team around the world. Key Responsibilities 1) Financial and contractual a) Take responsibility for the day-to-day management and monitoring of all expenditure on the BL BQQ1 grant, including agreed variations and supplements to the grant, ensuring that all administrative processes run smoothly and efficiently b) Liaise with the University Purchasing Department to ensure all BL BQQ1 procurement activity conforms to University standards and the University Procurement Strategy c) Ensure that all contracts/secondments/visitor arrangements are set up in line with Oxford University policies and the BL BQQ1 Collaboration Agreement. Maintain records and awareness of individual arrangements and liaise with partner institutions as necessary d) To create, maintain and share with counterparts (as appropriate) a register of BL BQQ1 Background and Arising IP, with support from the Enterprise and Innovation Manager, and with Oxford University Innovation and the Technology Transfer Offices of partner institutions e) Apply knowledge of BL BQQ1 activities and capabilities to applications for new projects, both from BL grant resources and new funding streams, and advise the Head of RGC of any significant implications for the host departments f) Prepare reports for the funder, Research Accounts, the BL BQQ1 management team, Physics Grants Team, Physics Management Committee and other bodies as required 2 g) Work with the Physics Grants Team to support Principal Investigators in budget monitoring and management h) Manage the allocation of BL BQQ1 DPhil studentships, including their contractual and financial administration, in close liaison with the Physics Graduate Studies Office, Astrophysics Sub-Department and the departmental student finance officer 2) Staff management and administration a) Support the Director and other managers within the consortium with recruitment activity, liaising closely with departmental HR team and Sub-Department administration b) Provide an accurate recording and tracking facility for staff employed on the BL BQQ1 grant in the Department of Physics, including absence, travel, insurance, expenses, performance and probationary reviews ensuring that accurate records are maintained c) Management of the other administrative staff assigned to the BL BQQ1 project and funded by the grant, including carrying out annual reviews 3) Communication and Liaison a) Establish and maintain good working relationships with all other institutions and their administrative teams in the BL BQQ1 collaboration, and with the funder’s representatives b) Maintain good working relationships with all functional contacts across the Department and wider University, ensuring that BL BQQ1 is well known both internally and externally as a flagship project c) Represent the BL BQQ1 consortium at both internal and external meetings being able to report with confidence on the work being undertaken and future activities of the project d) Lead on facilitation and practical support of BL BQQ1-related events and meetings at Oxford and external venues e) Liaise with departmental and sub-departmental administrative staff, attend relevant meetings in the Department and University, and engage as part of a wider departmental cohort in professional research support roles 4) Support to Senior Management a) Provide information, analysis and support to the BL BQQ1 Director/PI, Head of Department, Head of Administration and Finance, Finance Manager and Head of Research Grants and Contracts in all matters relating to the BL BQQ1 award b) Co-ordinate the BL BQQ1’s involvement in internal/external audits, annual selfassessment exercises and other reviews c) Lead on the preparation of the BL BQQ1 annual report, coordinating input from both academic and non-academic contributors 3 d) Provide support for requests for future funding 5) Other a) Assist with Breakthrough Listen’s Oxford facility ramp-up, including working with departmental and University teams and external contractors and suppliers b) Where appropriate, support the Department in developing new income streams through involvement in outreach, alumni and development activities c) Any similar duties as required by the Head of Research and Contracts with agreement of the BL BQQ1 Director Selection criteria Essential 1. Evidence of strong intellectual and analytical skills. 2. Evidence of experience and ability to engage effectively with unfamiliar technical material, sufficient to understand the nature of the work and build credibility with academics, researchers and funding bodies. This should include a degree, ideally, though not necessarily, in a relevant scientific discipline. 3. Experience in a management position in a complex organisation with demonstrable experience of financial management and project management. 4. The ability to handle and prioritise a wide portfolio of responsibilities in a challenging environment, to show equally high effectiveness in contributing to planning and in undertaking key operational tasks. 5. The ability to work well under pressure and handle effectively competing demands on time. 6. The ability to communicate effectively and gain the confidence of a wide range of people, including academic staff, senior University officers, and all grades of administrative and support staff. 7. Well-developed negotiating skills, and the ability to demonstrate a diplomatic and consensual approach to problem-solving. 8. Excellent interpersonal skills with an understanding of highly sensitive areas involving integration of staff and managing change. 9. Excellent oral and written skills in formal and informal contexts. 10. Experience of providing strategic and operational advice on planning and resource allocation, including the presentation and interpretation of complex financial data. 11. Proficient user of IT, including MS Office applications. 4 Desirable 1. A doctorate or other postgraduate degree in a scientific discipline 2. Employment experience within a Higher/Further Education Institution, the public sector, or other large and complex organisation. 3. Experience of personnel management involving a diverse workforce. Pre-employment screening All offers of employment are made subject to standard pre-employment screening, as applicable to the post. If you are offered the post, you will be asked to provide proof of your right-to-work, your identity, and we will contact the referees you have nominated. You will also be asked to complete a health declaration (so that you can tell us about any health conditions or disabilities so that we can discuss appropriate adjustments with you), and a declaration of any unspent criminal convictions. We advise all applicants to read the candidate notes on the University’s pre-employment screening procedures, found at: www.ox.ac.uk/about/jobs/preemploymentscreening/. About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities. Income from external research contracts in 2016/17 exceeded £564m and we rank first in the UK for university spinouts, with more than 130 companies created to date. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information please visit www.ox.ac.uk/about/organisation 5 Department of Physics Oxford Physics is one of the largest and most eminent departments in Europe – pursuing forefront research alongside training the next generation of leaders in Physics. With an academic staff of almost one hundred our activities range from fundamental particles to the furthest reaches of the universe to manipulating matter on an atomic scale. Oxford physicists are probing new ways to harness solar energy, modelling the Earth's atmosphere to predict the future climate, exploring computation on the quantum scale and executing calculations that reveal the fundamental structure of space and time. Astrophysics Sub-department The post-holder will be based in the Astrophysics sub-department, which is one of the six subdepartments that together make up the Department of Physics; these are Astrophysics, Atomic and Laser Physics, Atmospheric, Oceanic and Planetary Physics, Condensed Matter Physics, Particle Physics and Theoretical Physics, with a seventh function (Central Physics) providing administrative and technical support to these sub-departments. Members of all sub-departments take part in research, teaching and matters such as examinations, discussion of syllabi, lectures and liaison with undergraduates and postgraduate students. For more information please visit: http://www2.physics.ox.ac.uk/ Mathematical, Physical & Life Sciences Division The Mathematical, Physical and Life Sciences (MPLS) Division is one of the four academic divisions of the University of Oxford. The MPLS Division's 10 departments and 3 interdisciplinary units span the full spectrum of the mathematical, computational, physical, engineering and life sciences, and undertake both fundamental research and cutting-edge applied work. Our research addresses major societal and technological challenges and is increasingly focused on key interdisciplinary issues. We 6 collaborate closely with colleagues in Oxford across the medical sciences, social sciences and humanities, and with other universities, research organisations and industrial partners across the globe in pursuit of innovative research geared to address critical and fundamental scientific questions. For more information please visit: http://www.mpls.ox.ac.uk/ Athena Swan Charter The Department of Physics holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. How to apply Before submitting an application, you may find it helpful to read the ‘Tips on applying for a job at the University of Oxford’ document, at www.ox.ac.uk/about/jobs/supportandtechnical/. If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow the on-screen instructions to register as a new user or log-in if you have applied previously. Please provide details of two referees and indicate whether we can contact them now. You will also be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing departments. If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments) If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly recruitment@physics.ox.ac.uk 7 To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. 8 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. 9
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