The Role of Executive Officer
This position provides administrative support for School teaching programs and general administrative tasks.
Key responsibilities include:
* Providing administrative support for teaching programs in the Department of Sociology
* Liaising with central College offices and external stakeholders
* Maintaining accurate records of module choices
* Assisting with the coordination of undergraduate and postgraduate programs
* Maintaining a strong online presence through website, Facebook pages, and Twitter accounts
The role requires excellent communication, customer service, interpersonal, and IT skills. The successful candidate will have experience in providing high-level administrative support in an academic environment and knowledge of internal systems CMIS, FIS, and SITS.
Main Responsibilities:
Administrative Support
Provision of administrative support for teaching programs in the Department of Sociology from admission through to graduation.
Liaison and Communication
Liaison with central College offices and external stakeholders concerning timetabling, room bookings, examination scheduling, student cases, and the return of examination results.
Record Keeping and Administration
Maintenance of accurate records of module choices, including the use and maintenance of databases and preparation of student transcripts.
Program Coordination
Assist with the coordination of undergraduate and postgraduate programs relating to student and course issues, including assisting with student cases, maintenance of course and student records, Erasmus administration, and student orientation.
Digital Presence
Maintain a strong online presence through website, Facebook pages, and Twitter accounts.
Marketing and Recruitment
Assist Course Directors in the marketing of undergraduate and postgraduate courses, including facilitating the production of advertising materials, participation in College Open Day, and other recruitment events.
Admissions and Enquiries
Facilitate the admissions process, including mature student and advance entry applications, and respond to enquiries from staff, students, suppliers, and the general public.
Administration and Events
Carry out routine tasks such as generating purchase orders, processing invoices, reimbursements, and lodgements, processing casual payroll forms, ordering stationery and equipment, website updates, minute taking, and assist in arranging events such as open day, public seminars, lectures, and receptions.
General Duties
Deputise for colleagues as required and represent the manager or department at meetings and events, and perform any other duties that arise from time to time as directed by the manager or nominee.
Person Requirements
The role-holder will require the following knowledge, skills, and attributes for successful performance in the role:
* An appropriate administrative qualification (essential) or third-level qualification (desirable)
* Considerable experience of providing high-level administrative support in an academic environment (essential), preferably with experience of undergraduate administration (desirable)
* Excellent IT skills, including word processing, use and design of spreadsheets and databases, knowledge of social networking applications, and website maintenance (Dreamweaver)
* Ability and commitment to learn new IT skills as necessary for this post (essential)
* Knowledge and experience of internal systems CMIS, FIS, and SITS (essential)
The role requires excellent oral and written communication skills, organisational skills, customer-service skills, interpersonal skills, and personal attributes, including understanding the importance of quality service, paying close attention to quality standards, taking pride in providing excellent customer service, being committed to achieving results, and having a flexible approach to working hours.
Application Information:
In order to assist the selection process, applicants should submit a Curriculum Vitae and a Cover Letter (1 x A4 page maximum) that specifically address the following points:
* Applicants must have demonstrated administrative experience.
* Applicants should clearly address this experience and how they obtained their knowledge in their application.
* Illustrate, through past example, their ability to work on their own initiative and resolve problems.
Please note: applicants who do not address the application requirements above in their cover letter will not be considered at the short-list stage.