Academic Administrator

Post Title & Subject Area: AcademicAdministrator, Department of First Year Art and Design Studies

Post Duration: Full-time, Permanent

Grade: Grade V

Reports to: Head of Department of First Year Art and Design Studies

Salary: Grade V Salary Scale €49,707 - €59,455

*Candidates should note that as per Department of Public Expenditure, NDP Delivery and Reform guidelines, entry will be at the minimum point of the scale and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Different terms and conditions may apply if you are a currently serving civil or public servant.

Annual Leave: Annual Leave will be 25 working days. This leave is exclusive of public holidays.

Hours of Attendance: Working hours will be 35 hours per week (net of rest breaks).

Location: This position is based at NCAD, 100 Thomas Street, Dublin 8.

Department of First Year Art & Design Studies

The Department of First Year Art & Design Studies is a large department comprising close to one third of our undergraduate students. All studio-based students entering NCAD spend their First Year with the Department where our students engage in a very experimental and explorational journey to find and establish their specialist degree pathway from the 14 different art and design specialisms on offer in the college. It is a busy and creative environment home to 300 students and thirty staff, both academic and technical. Over the course of the first year we work with our students supporting their transition to third level, providing a welcoming and encouraging environment where they can make strong peer connections and become part of the wider community of NCAD. Academically our student-centred approach supports the student to find the path that is right for them and for their ambitions.

Description

The position of Departmental Administrator requires the role holder to be able to work independently, to prioritise their work and meet deadlines. Given the nature of the role, and the support it provides across the College, the role holder will be required to exercise good judgement, discretion and maintain confidentiality. The role holder is expected to hold strong values of fairness, working to ensure equity of opportunity. Experience of working in the public service in the education sector would be beneficial.

PRINCIPAL DUTIES AND RESPONSIBILITIES

General Departmental Administration

Support the administration of the Department. Such duties may include but are not limited to:

• Providing support to the Head of the Department and the staff team – such as scheduling appointments/diary management, assist in timetabling for staff and students, organisation of resource material required by staff and students i.e. Staff and Student Handbooks, timetables, calendars etc.
• Resource Planning – monitoring the Department’s budget for staff and other expenditure, and processing and ordering of all stationary and materials relating to the work of the Department.
• Coordinating logistics related to the programme: Departmental Board and staff meetings, venue booking, speakers’ workshop materials, tracking student engagement and attendance with staff team, exhibitions, talks and events.
• Assisting with administration and engagement of external stakeholders, specifically schools and external partners.
• Collating and processing relevant documentation – class lists, minutes of Departmental meetings, programme boards/reports, timesheets, relevant expense/order/payroll forms and maintain accurate records
• Supporting the administration and maintenance of the College Virtual Learning Environment for the staff and the students of the Department.
• Dealing with all calls and enquiries in the Department.

Student Recruitment & Registry

• Working with colleagues in Academic Registry to support the recruitment strategy, and provide them with any relevant information that they may require
• Supporting programme promotion through the preparation and dissemination of communication materials on and offline.

Student Engagement

• Coordinating the issuing and processing of preference forms and the creation of resulting class groups for the various stages and modules of the academic year.
• Supporting student wellbeing initiatives

Assessment

• Maintaining files, collecting and collating assessment marks, entering student examinations records and answering student queries regarding student matters such as assessment results.

The above list of duties is not exhaustive and the post holder will be expected to undertake such other appropriate duties as may be assigned by the Appropriate Officer from time to time.

Selection Criteria

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. Applications will be assessed on the basis of how well candidates satisfy these criteria.

Candidate Eligibility to Compete

Eligibility to compete is open to candidates who are citizens of the European Economic Area (EEA) or Switzerland. The EEA comprises member states of the European Union along with Iceland, Liechtenstein and Norway. Other candidates may be eligible to compete subject to their having an appropriate work permit for the nature and duration of the position.

Essential Criteria

• An appropriate award NFQ Level 6 or higher
• A minimum of 3 years experience in a relevant role.
• Have excellent communication, both written and verbal
• Have excellent interpersonal skills, with proven experience of building relationships with external and internal stakeholders
• Strong administration skills and experience
• Experience in problem solving and decision making
• Results driven with ability to work with a high level of accuracy in a fast-paced environment
• Flexibility in responding to the requirements of the post and ability to adapt to a changing environment
• Have the ability to exercise good judgement and discretion; maintain confidentiality
• Have excellent IT skills with strong G-Suite skills and strong knowledge and experience with MS excel (working with large volumes of data, creating spreadsheets, using formulas, report preparation, data analytics).
• Have proven ability to work on own initiative
• Have strong organisational skills with the ability to prioritise and work to deadlines;
• Enjoy working in a creative environment, collaborating across teams and effectively responding to tasks and requests

Desirable

• An appropriate award NFQ Level 8 or higher
• Experience in a third-level or similar setting
• Have experience of budget management;
• Have experience of working with students or in a student-centred environment

A panel may be formed from which full-time or part-time posts at this grade may be filled.