Denys Wilkinson Building, Dept. of Physics, Keble Rd, Oxford OX1 3RH
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Senior Project Manager for HARMONI – the ELT’s integral field spectrograph
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Applications are invited for a Senior Project Manager to manage the spectrograph work package for HARMONI - the ELT’s integral field spectrograph. HARMONI is the first light spectrograph for the ELT, providing visible and near-infrared integral field spectroscopy, assisted by laser star and natural star adaptive optics. Oxford has a leadership role in building the HARMONI instrument, including responsibility for the design and development (incl. cryogenics testing) of four spectrograph units that form the core of the HARMONI integral field spectrograph (IFS). We are seeking a Senior Project Manager who will be the “Institute Project Manager” for the spectrograph work package, with responsibility for the delivery of the four spectrograph units to the IFS integration site in Edinburgh. This is an exciting opportunity to join an international collaboration that will provide the first-light spectrograph for the world’s largest telescope in its early years. You will be responsible for, and provide day-to-day line management for a team of optics specialists, systems engineers, mechanical engineers, workshop technicians, and cryogenics specialists who will be engaged with the detailed design, component procurement, assembly, integration and testing of the spectrograph units. You will be assisted by the Oxford HARMONI Project Administrator, and by specialist services in the Oxford Physics department (e.g. Personnel, Finance) and the University administration (e.g. tendering, contracts, VAT / duties). In addition, you will provide frequent reports to the HARMONI project office on technical progress, and quarterly formal reports to the European Southern Observatory. You will be responsible for managing the schedule, and the hardware procurements, including budgets. Quarterly financial reporting of spend (both effort and cash) is also required for both ESO and the UK Funding Agency. Applicants should possess a good Masters degree (min 2:1 qualification) in Physics, Astronomy or Engineering or equivalent qualification and experience in technical project management. Candidates should have significant experience in carrying out a project management role (preferably for an astronomy instrumentation project or at least in an engineering environment), including working with international partners. We are looking for proven expertise in all areas of project management, including project planning, financial reporting, technical reporting, procurement management and liaison with external vendors. The successful candidate should demonstrate leadership qualities, excellent communication, decision-making and problem-solving skills, and have knowledge of, and exposure to, systems engineering process in an instrument / product development context Please direct enquiries about the role to Dr Matthias Tecza: matthias.tecza@physics.ox.ac.uk This is a full-time post on fixed term basis for 3 years. The closing date for applications is 12.00 noon (UK Local) on Wednesday, 30 April 2025 Interviews will be held on Thursday, 15 May and Friday, 16 May 2025. The University of Oxford is an equal opportunity employer and welcomes applications from individuals regardless of their background. You will be required to upload a CV, supporting statement and details of two referees as part of your online application.
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_________________________________________________________________________ Job Description and Selection Criteria Job title Senior Project Manager for HARMONI – the ELT’s integral field spectrograph Division Mathematical Physical and Life Sciences Department Physics Location Denys Wilkinson Building, Dept. of Physics, Keble Rd, Oxford OX1 3RH Grade and salary Grade 08S: £48,235 to £57,255 per annum Hours Full time Contract type Fixed-term (3 years) with strong possibility of renewal until project end date Reporting to HARMONI Oxford Co-Investigator Vacancy reference 178860 Additional information Closing date – 12:00 noon (UK Local) on Wednesday, 30 April 2025 Interviews - will be held on Thursday, 15 May and Friday, 16 May 2025 Research topic Integral field Spectrograph Design and Build Project team HARMONI Consortium Project web site https://www.physics.ox.ac.uk http://harmoni-web.physics.ox.ac.uk Funding partner The funds supporting this research project are provided by STFC (part of UKRI) Recent publications doi: 10.1117/12.3018520; doi: 10.1117/12.3019873; doi: 10.1117/12.3020119 Background HARMONI is the work-horse integral field spectrograph for the ELT, providing visible and nearinfrared integral field spectroscopy, assisted by laser star and natural star adaptive optics. The HARMONI consortium consists of partner institutes in the UK, France and Spain, and the design and technical development of the instrument is led by UK Astronomy Technology Centre, Edinburgh. The project preliminary design phase kicked-off in Oct 2015, the Preliminary Design Review was held in Nov/Dec 2017. HARMONI will provide medium resolution (R / of 3000 to 17000) spectra of every point in a ~150  200 spatial pixel field of view. This integral field spectroscopic capability, combined with the exquisite spatial resolution provided by the ELT (coupled with adaptive optics), will allow HARMONI to play a transformational role in observational astrophysics. HARMONI’s science covers a wide range of astrophysical programmes, ranging from observations of solar system bodies and extra-solar planets, to understanding the formation and evolution of galaxies at the earliest epochs in the history of the Universe. Oxford’s role in building the HARMONI instrument involves a number of key project posts, Co-I (Dr. Matthias Tecza), Spectrograph Technical Lead (Dr. Edgar Castillo Dominguez), Spectrograph AIT Engineer (Dr. Miriam Cisneros Gonzalez) and Project Administrator (Vanessa Ferraro-Wood). Oxford is responsible for the design and development (incl. cryo testing) of four spectrograph units that form the core of the HARMONI integral field spectrograph (IFS). A team of researchers, engineers, technicians contribute to the design and development of the spectrograph units, led by an “Institute Project Manager”. The role We are seeking a Senior Project Manager who will be the “Institute Project Manager” for the spectrograph units work package, with responsibility for the delivery of the four spectrograph units to the IFS integration site in Edinburgh. This is an exciting opportunity to join an international collaboration that will provide the work-horse spectrograph for the world’s largest telescope in its early years. The post is initially for 3 years, but is expected to be fully funded until the Provisional Acceptance Europe (PAE) milestone for HARMONI. Beyond HARMONI, there are likely to be opportunities to work with other ground and space-based instrumentation projects. You will be responsible for, and provide day-to-day line management for a team of optics specialists, systems engineers, mechanical engineers, workshop technicians and cryogenics specialists, who will be engaged with the detailed design, component procurement, assembly, integration and testing of the spectrograph units. You will be assisted by the HARMONI Project Administrator, and by specialist services in the Oxford Physics department (e.g. Personnel, Finance) and the University administration (e.g. tendering, contracts, VAT / duties). In addition, you will provide frequent reports to the HARMONI project office on technical progress, and quarterly formal reports to the European Southern Observatory. You will be responsible for managing the schedule, and the hardware procurements, including budgets. Quarterly financial reporting of spend (both effort and cash) is also required for both ESO and the UK Funding Agency. Responsibilities Senior Project Manager for HARMONI – the ELT’s integral field spectrograph – JD- 2025 2 • • • • • • • Manage the work of the spectrograph team by setting specific tasks, and ensuring seamless collaboration amongst the discipline specialists (optics, mechanics, systems engineering). Ensure that schedule milestones are met, whilst maintaining compliance with requirements. This requires detailed planning of day-to-day activities. Deliver documents updates to documents for key milestones as required. In addition, ensure that information describing the design, procurements, component tests, prototype tests, etc. is fully documented, and ingested into the HARMONI SharePoint Document repository. Communicate the project status (i.e. provide reporting), on the technical, financial and schedule aspects to the Project Office (systems engineers and project managers), the UKRI oversight committees, the European Southern Observatory and other stakeholders. Quarterly technical and financial reports to the observatory are a formal requirement. Manage the procurements for the purchased optics, mechanics, and cryogenic items. This will involve tenders for the high value components, in accordance with the University’s regulations. You will also help manage the fabrication of mechanical components made in-house. Manage the timeline for the spectrograph work, and ensure that major milestones are met (final design review, manufacturing readiness review, integration readiness reviews). Advise and inform the HARMONI Project Office about slips, risks and opportunities. Manage the costs for the spectrograph work, both in terms of hardware procurements, and the effort needed. Inform and advise the HARMONI Project Office about changes. Manage the AIT phase: Ensure plans are in place for how modules for the four spectrograph units will be assembled, aligned, and tested (at room temperature / in cryo chambers) prior to sub-system integration and verification.. This involves coordinating activity in multiple laboratories / clean rooms, and liaising closely with the local engineers and technicians. 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/. Selection criteria • • Good Masters degree (min 2:1 qualification) in Physics, Astronomy or Engineering or equivalent qualification and experience in technical project management. Significant experience in carrying out a project management role (preferably for an astronomy instrumentation project or at least in an engineering environment), including working with international partners. Senior Project Manager for HARMONI – the ELT’s integral field spectrograph – JD- 2025 3 • • • • • • • Proven expertise in all areas of project management, including project planning, execution, monitoring, control, financial reporting, technical reporting, procurement management and liaison with external vendors. Well-developed communication skills in written documents and oral presentations Excellent skills in influencing and negotiating, particularly with reference to technical procurements. Proficiency in financial reporting for effort and hardware spend, using Microsoft Excel or equivalent. Superb decision-making and problem-solving skills. Leadership qualities, including line-management of a focussed team. Knowledge of, and exposure to systems engineering process in an instrument / product development context • Desirable selection criteria • Previous experience working in a research environment in academia or industry Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) 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 for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks Senior Project Manager for HARMONI – the ELT’s integral field spectrograph – JD- 2025 4 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 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. The department also provides state-of-the-art facilities, including mechanical and electronics workshops, an engineers group, helium liquefier, thin-film coating plant, photo-fabrication facilities, clean rooms, nano-fabrication facilties and many specialised research laboratories. Members of all sub-departments take part in research, teaching and matters such as examinations, discussion of syllabi, lectures and supervision of undergraduates and postgraduate students. Astrophysics Instrumentation is a vibrant group with major stakes in two very large projects, the ELT and the SKA. In addition, we also play a leadership role in the WEAVE spectrograph for the Senior Project Manager for HARMONI – the ELT’s integral field spectrograph – JD- 2025 5 WHT. We have a world-renowned group in Terahertz detectors, and significant involvement in the CTA. We are also involved in the R&D for the ELT exoplanet instrument, PCS. We have a leadership role in the HARMONI instrument, with a large team (~10) of motivated people including scientists, engineers and D.Phil students. Past successes of Astrophysics instrumentation include the KMOS and FMOS multi-object spectrographs, the SWIFT integral field spectrographs in the visible / near-infrared, and several CMB experiments at microwave frequencies. For more information please visit: http://www2.physics.ox.ac.uk/ Athena Swan Charter The Department of Physics holds a gold Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two (preferably three) referees and indicate whether we can contact them now. You will 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) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time 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 department(s). 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 https://staff.web.ox.ac.uk/recruitment-support-faqs advice is Senior Project Manager for HARMONI – the ELT’s integral field spectrograph – JD- 2025 6 available at: Non-technical questions about this job should be addressed to the recruiting department directly recruitment@physics.ox.ac.uk 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. Senior Project Manager for HARMONI – the ELT’s integral field spectrograph – JD- 2025 7 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. Senior Project Manager for HARMONI – the ELT’s integral field spectrograph – JD- 2025 8
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