Administrative Assistant

Dublin City University (DCU) is a leading innovative European University, proud to be one of the world’s leading Young Universities. DCU is known as Ireland’s University of Impact, with a mission to ‘transform lives and societies’ and focuses on addressing global challenges in collaboration with key national and international partners and stakeholders. DCU has over 20,000 students in five faculties spread across three academic campuses in the Glasnevin-Drumcondra area of North Dublin. Thanks to its innovative approach to teaching and learning, the University offers a ‘transformative student experience’ that helps to develop highly sought-after graduates. DCU is currently No. 1 in Ireland for Graduate Employment Rate, and for graduate income (CSO).

DCU is a research-intensive University and is home to a number of SFI-funded Research Centres. The University participates in a range of European and international research partnerships. DCU is also the leading Irish university in the area of technology transfer as reflected by licensing of intellectual property. As a ‘People First’ institution, DCU is committed to Equality, Diversity and Inclusion - a University that helps staff and students to thrive. The University is a leader in terms of its work to increase access to education, and is placed in the world’s Top 10 for reducing inequalities in the Times Higher Education

Impact Rankings. Faculty of Engineering and Computing The Faculty comprises three Schools, namely Computing, Electronic Engineering and Mechanical and Manufacturing Engineering, each of which is managed by a Head of School. There are also several significant research institutes/centres within the Faculty. We offer degree programmes at Bachelors, Masters and PhD levels and our graduates continue to be highly sought after by industry. The Faculty is administered through a Faculty Office/Professional Support Unit for which the Faculty Manager has overall management responsibility. The administrative infrastructure that supports Faculty activity is the remit of said Professional Support Unit.

Role Profile The Faculty is seeking an Administrative Assistant to be placed in its Professional Support Unit on a 6 month contract. The successful candidate will work as part of the Faculty Professional Support team and will provide comprehensive administrative support to a broad range of Faculty activities, across all areas of Faculty administration. This role involves communication with varying stakeholders, the use of multiple business systems, and close adherence to strict deadlines while advancing multiple, concurrent projects. The work packages, for which the post holder will be responsible, are multifaceted and varying. It will also include representing the Faculty on working groups and/or University operational committees to support key administrative functions, to deliver operational excellence.

The successful candidate will report to the Faculty Manager or nominee(s) and will liaise closely with the Faculty Professional Support team, Heads of School, academic programme chairs, lecturers, students, colleagues in other Faculties and central University units, and external stakeholders. This will be a cross-functional role that may be adapted in line with the Faculty’s operational needs.

Duties and Responsibilities The duties and responsibilities of the position include, but are not restricted to, the following: ● Provision of administrative support for Faculty strategic objectives across the teaching and learning, research, and engagement pillars. ● Validation of examination timetables and processing of examination results. ● Timely resolution of issues/queries related to examination and assessment administration, encompassing undergraduate teaching (UGT), post graduate teaching (PGT) and post graduate research (PGR) activities. ● Review of examination requirements and related data, ensuring accurate reflection in broadsheets and associated calculations. ● Generation of timetables for undergraduate and postgraduate programmes. ● Ensuring the accuracy, and taking responsibility for the extraction/analysis, of data across a range of academic activities (including UGT, PGT, and PGR). ● Production of reports for review by multiple stakeholders, maintaining an archive of records. ● Participation and engagement with ongoing academic and operational system developments. ● Provision of comprehensive administrative assistance to various Faculty Boards, Committees, or Working Groups, in addition to liaison with said bodies, to support the implementation of actions arising. ● Updating of information on relevant databases and websites. ● Supporting student recruitment and engagement activities, initiatives and events. ● Any other activities, across the teaching and learning, research, and engagement pillars, as deemed appropriate by the Faculty Manager/nominee(s). Due to the dynamic environment within the Faculty and the University, the range of duties and responsibilities attached to the post will be subject to change, in line with University and Faculty demands.

Qualifications and Experience • Candidates must hold a primary degree or equivalent (NFQ Level 7) plus at least 2 years’ relevant experience. • Have a proven track record in administering multifaceted processes and operations in a complex or large-scale organisation, preferably in a higher education environment. • Have excellent written communication skills. • Demonstrate competence in the use of complex IT systems and MS Office. • Be self-motivated, well-organised, with the ability to plan, coordinate and progress tasks on their own initiative. • Be reliable and demonstrate a flexible positive attitude with a strong stakeholder service focus. • Be able to contribute to the ongoing development and refinement of administrative processes. • Demonstrate an ability to work effectively as part of a wider administrative team. • Show excellent interpersonal and communication skills. • Demonstrable dedication to high quality in their work, along with a dynamic approach.

Essential Training The postholder will be required to undertake the following essential compliance training: • Orientation • Health & Safety • Data Protection (GDPR) • Cyber Security Awareness • AI Literacy

Other training may need to be undertaken when required. Salary Scale: Professional 4 - €44,169 - €64,684 refer to DCU Payscales for the applicable payscale. Appointment will be commensurate with qualifications and experience and in line with current Government pay policy.