Job Title: Faculty Administrator
Reporting to: Head of Law Faculty
Location: Griffith College Dublin, South Circular Road, Dublin 8
Job Type: Full-Time / Permanent
Job Summary:
The Faculty Administrator reports to Head of Faculty on all issues. The Faculty Administrator will ensure that an excellent service is provided to all those who interact with the Faculty - learners and staff alike.
The Faculty Administrator must actively participate in the general work of the Faculty as directed by the Head of Faculty.
Job Responsibilities:
Faculty Administration
· Work in conjunction with the Law Faculty’s other Faculty Administrator;
· Carry out all necessary administrative tasks as required;
· Provide a high standard of pastoral care to all learners;
· Ensure communication of correct module descriptors and assessment to all lecturing staff and admissions;
· Ensure compliance with QQI standards and guidelines;
· Gather, input and monitor learner attendance;
· Contribute to the drafting of the Annual Course Reports;
· Contribute to the drafting of validation and revalidation documents;
· Assist in respect Quality Assurance mechanisms required for running all Programmes;
· Assist with the progression of academic misconduct hearings;
· Provide exam invigilation services if required;
· Answer learner questions related to any programme;
· Resolve technical or connectivity issues or pass to IT Services for specific issues;
· Encourage, motivate learners and maintain required records;
· Draft learner letters;
· Ordering stationary;
· Accept responsibility for the retention and filing of all relevant documentation;
· Raising purchase orders;
Graduation
· Make all necessary preparations for graduation;
· Assist with the Faculty preparations on the day of graduation example. line up etc.;
· Working with the Graduation Team and others on the overall preparation for the graduation ceremony;
Registration
· Engage with the Registration Office in respect the transmission of LRAFs and updating of records;
· Monitor learner extensions, deferrals and non-submission;
Induction
· Assist in preparation for, attend and contribute at induction sessions with learners, pre-semester meetings, course committee meetings and weekly faculty meetings;
Platforms
· Develop a thorough understanding of all College platforms including but not exclusively Scholar, Themis, Moodle, CMIS and all/any other relevant platforms;
· Monitor the Moodle pages in order to ensure efficient release of materials and management by lecturers;
· Manage Moodle page set up when required;
Learner Feedback
· Carry out feedback during week 6 and week 12 of each semester;
Clinical Legal Centre
· Actively involved in the management and running of the Clinical Legal Centre;
· Assist in the organisation of the Law Student for a Day and Schools Debating Competition;
· Assist in the organisation and running of seminars, talks, events, extra-curricular outings example. court visits, EU Trip and Europa Experience;
· Attend Law Faculty events and assist in the organisation, setting up and running of events;
Professional Law Courses
· Assist in the registration, invoicing and communication with Professional Law students;
· Engage with the learning technologists in respect the management of Moodle pages for all Faculty programmes;
· Assist in the preparation of manuals and materials;
Learner Assessment
· Ensure exam submission, assessment and other faculty deadlines are adhered to;
· Engage with lecturers regarding their completion of CMS on Themis. Arrange QA checking on Themis of all assessments in preparation for exam boards;
· Contribute to Exam Board preparation including the scanning and downloading of materials for the external examiners and their provision online;
· Liaise with learners and relevant services regarding Learner Exam Assistance;
Lecture Scheduling
· Work with Programme Directors in the drafting and preparation of timetables;
· Work with the other Faculty Administrator and Programme Director on room bookings and take responsibility for the booking of rooms;
· Monitor rescheduled and cancelled classes and facilitate rescheduling of same;
· Advise learners in a prompt manner of any class re-scheduling;
· Arrange ad hoc room bookings;
Lecturer Contracts
· Assist in the organisation of contracts and payment schedules for part time lecturers;
Marketing
· Attend Open Evenings as a representative of the Law Faculty during the day/evening or other events as required;
· Make admissions-related phone calls to applicants and meet prospective learners if necessary;
· Actively contribute to matters relating to the marketing of the Faculty and programmes within the Faculty.
Please note that a number of the above are annual events and not on-going for example, graduation, school’s events, induction etc.
You may be asked to perform other duties that may be assigned by your line manager from time to time.
The Faculty Administrator must actively participate in the general work of the Faculty as directed by the Head of Faculty and work as part of the Law Faculty team and undertake any tasks / duties necessary for the successful running of the Law Faculty.
Please note that additional hours may be required in line with the needs of the Faculty with Time Off in Lieu provided in respect of pre-approved additional hours.
Person Specification
Administrative experience;
IT literate;
Highly organised with meticulous attention to detail and the ability to prioritise and multi-task;
Excellent interpersonal skills;
Strong written and verbal communication skills;
Committed to educational quality and customer service;
Willing to work effectively as part of an integrated team in the Faculty of Law;
Some legal knowledge would be preferred but not essential.
About Griffith College
Established in 1974, Griffith College is Ireland's largest independent third level institution with locations in Dublin, Cork and Limerick. The main campus is situated on seven acres within a mile of St. Stephen's Green on Dublin's South Circular Road. Griffith College enjoys national and a growing international reputation for student success. The College has gained an enviable, award winning reputation for providing students with first class lectures and excellent study material. Griffith College offers internationally recognised postgraduate and undergraduate degree programmes, complimented by a wide range of professional, short term and corporate training educational solutions - in Griffith college, there is something for everyone. Today there are over 7,000 students studying in the College, which is a designated educational institute of the Quality and Qualifications Ireland (QQI). Click the link for more information. http://www.griffith.ie/
Our Vision
“To be recognised among the leading, innovative and socially enterprising of Ireland’s universities”
Why work for Griffith College?
· Competitive salary package.
· Access to health cash plan for self and family through salary sacrifice
· Bike to work scheme.
· Opportunity for continued training development and support.
· Free parking facilities. *
· Onsite subsidised restaurant. *
· Stunning historical premises.
· Vibrant multidisciplinary and multicultural learning environment.
· Innovative and agile place to work.
· Welcoming environment committed to learner and staff development.
· *Dublin campus on South Circular Road.
This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline of proposed areas of activity and will be amended in the light of the changing environment within the Faculty and the College.
Griffith College is an equal opportunities employer. Candidates must be eligible to work full-time for any employer in Ireland.