Department Operations Coordinator

About the post:

The Department Coordinator will play a key role in providing the Department of Public Health & Epidemiology, and the School of Population Health, with administrative and operational support for teaching, research, and departmental initiatives. The post is a full-time position. While flexible work options will be considered, wholly remote working is not available for the post.

Job Responsibilities include

Academic Coordination

• Performing administrative duties and supporting the efficient functioning of the Department

• Support faculty and guest lecturers with course materials, timetables, and student communications

• Assist with scheduling classes and room bookings

• Serve as the primary point of contact for internal (e.g. students) and external inquiries

Administrative Support

• Scheduling and organising meetings, minute-taking

• Liaising with colleagues in central support functions (e.g. Exams office, Finance, etc.)

• Reconciling expenditure against budgets - manage department budget

• Ordering materials and dealing with suppliers

• Process purchase orders, invoices, expenses and reimbursements linked to Dept budget

• Coordinating and supporting new starter processes within the School

• Supporting the development and production of annual reports, research reports, etc

• Implementing and developing standard operating procedures

Research & Project Support

• Pre-award coordination of research funding applications including budgets and supporting documentation in conjunction with the SPH Research Manager and Office of Research & Innovation

• Post-award grant management including processing of purchase orders, invoices, expenses, reimbursements and reports linked to research grants

• Coordinate logistics for research seminars, workshops, and conferences

• Performing such other duties as may be required

Knowledge & Experience

• Three to five years’ experience in a related role and work environment. Experience within an academic or research or health-related environment would be an advantage

• Excellent knowledge of MS 365 suite

• Familiarity with budgeting and financial administration

Desirable Skills

• Excellent written and verbal communication skills

• High standard of accuracy in both written and numerical work

• Familiarity with academic management systems

Competencies

• Strong organisational and administrative skills, with the ability to manage multiple priorities and deliver results effectively

• Attention to detail, ensuring accuracy and quality in both written and numerical work

• Proactive approach to managing tasks, with the ability to work independently and collaboratively as part of a team

• Problem-solving skills, able to identify practical solutions and contribute to process improvements

• Relationship-building skills, fostering positive and professional engagement with colleagues and stakeholders

• Clear and adaptable communication style, tailored to different audiences and situations

• Commitment to confidentiality, handling sensitive information responsibly

• Adaptability to changing priorities, maintaining focus and effectiveness in a dynamic environment

We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application — we’d love to hear from you.

Application Process

Please apply online through the RCSI careers portal on the closing date with your CV and cover letter.

Eligibility to Work in Ireland

Please note that we are unable to offer visa sponsorship for this role. Applicants must have unrestricted right to work in Ireland.

Employee Benefits

At RCSI, we help care for our people so they can focus on our mission to Educate, nurture and discover for the benefit of human health. RCSI truly goes above and beyond to support its employees, ensuring they have everything they need to thrive both personally and professionally. Here's a glimpse of the fantastic benefit available:

Health and Wellbeing:

• Our Inspire Programme promotes the importance of taking care of both our general health and mental health. Inspire manages the Employee Assistance Programme (EAP) offered through SpectrumLife. Past events held by Inspire have included workshops on mindfulness practices, yoga, nutritional advice, financial advice on mortgages, pensions & health insurance from leading experts, fitness challenges, baking competitions, weight loss programmes, annual flu vaccination campaign and many more

• You can also enjoy access to an onsite gym for just €10 per month

Work –Life Balance:

• Maintaining a healthy work-life balance is crucial for fostering employee well-being, productivity, and overall satisfaction. At RCSI, we offer flexible working arrangements, study leave, and career breaks. In addition to 20 days of annual leave, employees receive an extra 6.5 days of university privilege days, which occur annually around the Christmas and Easter breaks

Family Benefits:

• RCSI offers enhanced family leave to our working parents with fully paid Maternity, Adoptive, Paternity and Surrogacy Leave. We also offer the first two weeks of Parents leave fully paid for, as well as the option to take Parental Leave until your child is 18 years old. We provide access to Platform 55, a new Parents Platform to support staff before, during, and after becoming a parent. We also offer flexible working, discounted Giraffe crèche services of up to 20% and a Parents and Carers’ Network

Financial Security:

• Benefit from automatic enrolment in a pension scheme with Willis Towers Watson with the employer contributions increasing with your length of service, Death in Service of up to 4 times your salary, long-term illness and disability income replacement, and free advice on health, motor, and home insurance

Discounted Services:

• Avail of discounted GP services, Taxsaver commuter tickets, the BiketoWork scheme, free eye tests at the National Optometry Centre, and discounted parking at St. Stephen's Green/RCSI car park

Recognition:

• At RCSI, we value and recognise the contributions of our staff through various awards and events, such as Long Service recognition, the Vice Chancellor Staff Awards, and through Research Day

Professional Growth:

• RCSI’s Staff Learning and Development is committed to providing colleagues with opportunities and support to help them reach their full potential and thrive at work. Offerings include a comprehensive programme of staff training, management and leadership development, mentoring, coaching and funding support for further study

Staff Networks:

• Additionally, we support a range of staff networks, including the Women’s Network, Postdoctoral Staff Network, Parents & Carers’ Network, Project Manager’s Network, LGBTI+ Network, Age Friendly Network etc. These networks help RCSI to foster a sense of community and inclusivity

Sports and Social Club:

• Engage in a variety of activities such as Yoga, Pilates and a variety of different Fitness classes. Enjoy social evenings, Book Clubs, Summer BBQs and one-off events like the Taste of Dublin, Bloom, Dublin Horse Show and Dublin Zoo. We also have a variety of discount tickets for shows and events through the year

Note:

This job description may be subject to change to reflect the evolving requirements of the Department and RCSI. Similar vacancies that arise in the next 6 months may be filled from the pool of applicants that apply for this position. RCSI is proud to be an equal opportunity employer and welcome applications from all suitably qualified persons regardless of their gender, civil status, family status, sexual orientation, religion, age, disability or race. RCSI is committed to embedding equality, diversity and inclusion (EDI) across everything we do. This ensures we can all work and learn in an environment defined by dignity and respect. Eligibility to work in Ireland is a requirement of this role, Proof of eligibility documentation will be required at a later date. Under limited and specific circumstances (research/ specialist roles) RCSI may be in a position to seek a hosting agreement and/or work permits. Employees are required to undertake 6 months service in their current role before applying for other internal opportunities, unless agreed in advance by the SMT representative.