Erasmus Administrator

Role Purpose:

The Erasmus Administrator will join a small, vibrant and dynamic team to support the Erasmus+ Programme.

Specific duties of the role:

• Coordinate the processing, verification and tracking of all paperwork relating to incoming and outgoing student mobilities, ensuring compliance with Erasmus+ requirements

• Manage the workflow of mobility activities, supporting the smooth coordination of inbound and outbound placements

• Ensure timely preparation, disbursement and reconciliation of Erasmus grant payments, maintaining accurate financial records in line with audit standards

• Monitor, track and update financial and administrative data, contributing to high quality reporting and accountability

• Lead on communication and dissemination of mobility opportunities, including drafting and circulating information across email, newsletters and digital channels

• Collect, organise and maintain student testimonials, supporting reporting, promotion and continuous improvement initiatives

• Coordinate external facing communications, managing updates for newsletters, social media and mobility related reporting

• Manage and maintain a calendar of Erasmus or International Engagement events, deadlines and key milestones, ensuring all stakeholders are informed and prepared

• Act as the first point of contact for the Erasmus inbox, triaging queries, ensuring timely responses and maintaining a clear flow of communication

• Analyse communications trends and inbox activity, identifying recurring issues and opportunities to improve processes and user experience

• Support the coordination of student mobility cycles, including application processing, placement preparation and post mobility documentation

• Engage proactively with students, providing guidance, information and support throughout the mobility lifecycle

• Contribute to planning and development discussions, offering insights on where processes, systems and user journeys can be improved

• Convene, support and document meetings, including preparing agendas, taking minutes and following up on action items

• Perform other related administrative and project duties as required, supporting the ongoing enhancement of Erasmus operations and the International Engagement activities under the remit of the Insights and Planning Office

Person Specification:

The successful candidate will possess the following characteristics:

• Qualified to degree level (NFQ Level 7 or 8 or equivalent) in a relevant discipline or corresponding experience in an administrative or student facing role

• Experience working with data, busy administrative or student facing environments

• Strong organisational and administrative skills with excellent attention to detail

• Excellent written and oral communication skills

• Experience and broad competencies in producing compelling communications content (email, newsletters, marketing, social media)

• Experience supporting mobility, international programmes, Erasmus+ programmes or higher education initiatives desirable

• Ability to analyse information and present it clearly and concisely

• Strong digital literacy, including experience using office productivity tools, online portals and database systems

• Ability to manage competing priorities and meet deadlines

• A proactive, problem solving approach with a commitment to continuous improvement

• Experience managing financial records or grant payments

• Ability to deliver results independently while also working collaboratively with staff at all levels across RCSI

• Strong interpersonal skills, flexible, self starter with the ability to engage effectively with students and staff

• A commitment to personal and professional development

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 would 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.

Informal Enquiries:

Informal enquiries are invited in the first instance through Rebecca O’Brien, Human Resources Department (email: rebeccaobrien@rcsi.ie).

All applications for this post must be made through the careers webpage www.rcsi.com/careers. Rebecca can arrange for relevant queries to be addressed by the hiring manager. Please note that we do not accept CVs directly.

Garda vetting and occupational health review may be required for this role, depending on the nature of the duties and responsibilities. Further information will be provided during the recruitment process.

Eligibility to Work in Ireland

This is a temporary leave cover position and is not eligible for visa sponsorship. Applicants must have the legal right to work in Ireland for the full duration of the contract.

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 is a glimpse of the fantastic benefits 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 offered through SpectrumLife.

Past events held by Inspire have included workshops on mindfulness practices, yoga, nutritional advice, financial advice on mortgages, pensions and 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, 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 percent 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

• 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 or 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 and 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 welcomes 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 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 or 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.