Academic Administrator

The main duties will be:

Academic Programme Administration – Postgraduate Taught (PGT)

• Responsible for academic administration of postgraduate programmes, and selected undergraduate programmes when necessary, and contribute to shared workload across academic administration. This includes management of the examination process, administration of programme changes, governance, coordination of external examiner reviews, and timetabling management.

• Support students, responding promptly to detailed and complex queries, liaising with academic staff and University Offices as required.

• Develop and maintain positive relationships with colleagues across the School and University.

• Ensure all key deadlines as outlined by the Student Records and Examination Office are met.

• Identify trends in student intake and performance; make evidence-based recommendations for programme improvements aligning delivery, academic standards for the existing and any future MSc programmes.

• Ensure that UCC policies and procedures are complied with.

• Support programme directors with recruitment and admission of students.

Research Student Administration (PGR)

Responsible for the administration of the PhD lifecycle (approx. 70 students), from registration to graduation, in particular for the administration of the PhD review process:

• Ensuring that the PhD review process complies with UCC policies (including the planning, coordination, and execution of the PhD reviews and re-reviews by academic staff) across all CSIT research units.

• Providing the students and staff with the supports needed to provide an excellent student and staff experience through the PhD journey. This requires a great deal of coordination and rigorous processes that must be designed and implemented.

• Develop a deep understanding of the academic processes and policies governing PGT and PGR programmes, guiding staff and students as required.

Research Administration

• Provide support for school Principal Investigators with regard to grant management as required, including finance, recruitment and reporting.

School Office Administration

• To actively support the strategic direction of the school and participate in tasks, activities and projects that assist the School’s implementation of its strategic vision.

• Drive digital improvements including using tools such as SharePoint, power automate and Power BI.

• Represent the school by working in collaboration with professional teams across the school, SEFS and the university to maintain the flow of information across the full academic and student lifecycle as required.

• To support the Health and Safety requirements in the school and completion of the Health and Safety reporting requirements.

• Support outreach activities as required.

• To work flexibly, as part of a team providing guidance to staff and undertake other administrative duties as assigned and as requested.

• Any other duties as assigned by the Head of School, School Manager, or nominee.

Health & Safety:

In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement) each staff member is responsible for:

• Discharging any safety functions delegated to them by their Head of College\School\Department\Centre\Unit, in relation to the areas/activities under their control.

• Co-operating and assisting the University and the Head of College\School\Department\Centre\Unit in the discharge of their statutory safety responsibilities.

• Ensuring that all work under their control is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation.

Note: As the university continues to expand and evolve, it is likely that flexibility in regard to the allocation of specific duties will be necessary. Accordingly, the list of duties specified above is not intended to be exclusive or restrictive; duties may be added or withdrawn but any such alteration will take place after consultation with the appointee.

Essential Criteria

1. A relevant third-level qualification.

2. A minimum of 5 years relevant administrative experience in a complex organisation.

3. Demonstrates proven organisational skills with particular emphasis on managing multiple projects and/or conflicting demands.

4. Demonstrates ability to analyse a wide range of complex data with regard to examination results, e.g. identify trends in student intake and performance; make evidence-based recommendations for programme improvements.

5. Demonstrates flexibility, adaptability and a solution-oriented approach to work and allocation of duties.

6. Communicates in a clear and confident manner: written and spoken.

7. Can work independently without excessive guidance or support.

8. Demonstrates a high level of digital competency and/or demonstrates an interest to learn e.g. using platforms such as SharePoint, Power Automate, Power BI.

Desirable Criteria

9. Experience using social media platforms.

10. Knowledge of web content management and UCC’s academic administration tools such as CMS, DMIS, Cayuse, GEM and ITS.

11. Knowledge of the Agresso Financial Management System.

Candidates are requested to make a personal assessment of these criteria against their own qualifications, skills and abilities to assess whether they should apply for the post.

Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be short listed.

The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.

UCC as a progressive organisation will continue to change and evolve its structures and reporting lines to deliver on the University's strategy and future business needs. The postholder is expected to proactively engage with the University's programme of change as it evolves. Any such change will be managed in accordance with applicable public sector agreements and established consultation arrangements.

Competencies relating to administrative grades in the University are available on the website.

Conditions Of Employment

Salary: Appointment may be made on the Admin V Salary Scale: €52,338 - €64,190 (Scale B) / €50,066 - €61,097 (Scale A). Salary placement on appointment will be in accordance with public sector pay policy.

* As required by public pay policy for the higher education sector, new appointments to a direct entry recruitment grade will generally be at the minimum (1st point) of the relevant scale. For existing public servants, the restriction to the first point on scale may be varied where a person is appointed to the same or an analogous grade, role or position as their previous public service employment.

The rate of remuneration for all appointments may be adjusted from time to time in line with government policy.

The working hours for administrative staff are 35 hours per week with normal hours of duty from 9.00am to 5.00pm Monday to Friday, with 1 hour for lunch break. Due to the nature and seniority of the post, however, it may be necessary to extend and vary these hours from time to time in order to meet the exigencies of the post.

Annual Leave will be 27 days per annum. This leave is exclusive of public holidays and Good Friday. The leave year commences on 1 July annually and four days annual leave must be held for the Christmas closure period.

Sick Leave: Sick leave will be granted in line with University policy in this regard which may change from time to time. You should familiarise yourself with the University Sick Leave Policy and University Sick Leave Management Policy.

The tenure of the post is permanent whole time based on the following provisions:

a) A probationary period of twelve months shall apply from commencement of employment in the post during which the contract of employment may be terminated by either party in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2005.

b) Except in circumstances of gross misconduct justifying immediate dismissal, the appointee will receive one month's notice of termination of employment, or, if greater, such notice as is provided for in a minimum notice in terms of Employment Act, 1973.

c) The appointee is required to give one month's notice of termination of employment.