Executive Administrator

Salary Scale: €45,752 - €65,697 p.a. pro rata

JOB DESCRIPTION

JOB SYNOPSIS:

The University of Limerick currently has the largest Erasmus+ programme in Ireland. UL has won the Best Erasmus+ programme in Ireland consistently at the Education in Ireland Awards. UL currently has bilateral agreements with 450 partner universities, many of which have multiple academic engagement streams. Currently, 700+ UL students apply to take part in the Erasmus+ programme annually.   The post is integral to the implementation of the UL@50 Strategic plan and is in keeping with the goals of UL’s ongoing strategic mission regarding Internationalisation. Goal 3: Internationalisation Priority 3.2: A high-quality experience for international students. A key priority is the implementation of digitisation processes and key mobility projects that align with the University and Commission strategy. Mapping and analysis of current processes and change management is a core facet of the role. Reporting to the Erasmus and Exchanges Manager, the Executive Administrator manages the provision, and compliance of high-quality administrative support in all aspects of the mobility programme.

KEY ACCOUNTABILITIES:

• Change manage to identify opportunities for improvement to support the customer and stakeholder experience.
• Deliver stakeholder value in the most streamlined and agile manner possible using available systems.
• Project manage to deliver new processes or improve current processes.
• Automate processes and integrate best practice using technical and digital platforms.
• In depth knowledge of rules and regulations of the mobility programme to implement all processes and procedures correctly, minimise risk, and ensure adherence to programme regulations.
• Work to align programme components, such as contracts, to ensure compliance with National Agency Audits and European Commission requirements as well as UL Global’s QMS and university policies.
• Accurate and clean data is integral to this role and to reporting for HEA and European Commission.
• Implement and improve IT systems and manage performance related issues.
• Support communication and training to stakeholders.
• The post holder will have engagement with finance and budgeting.
• The post holder is responsible for updating, issuing and processing respective data that is mandatory for EU compliance.
• The post holder liaises with internal stakeholders as appropriate.
• Strong relationship management to allow for improved service level provision.
• Monitor feedback regarding stakeholders and adjusts engagement and processes accordingly.
• Engage with communication and system administration to enhance and improve the programme.
• Relationship management with internal and external stakeholders.

• The post holder is responsible for generating reports pertaining to the mobility area.
• The post holder will work on development of key communication plans.
• Project management focused in creating pathways and processes to implement the pillars of Erasmus i.e. inclusion, sustainability, global citizens and digitisation.
• Other tasks as required.

KEY WORKING RELATIONSHIPS & CONTACTS:

• Reporting to the Erasmus+ and Exchange Manager the post holder works with a proactive team with a strong external focus.
• This role requires extensive collaborative work within the Erasmus+ and Exchange mobility team.
• Engagement and training for internal UL stakeholders and academic faculty.
• Reporting for internal stakeholders and external agencies is required.
• This role represents and promotes mobilities at UL and overseas.
• Able to work effectively with all levels in an organisation.
• The role is expected to participate and lead in idea generation for department and university working groups and committees.

Working Environment/Special Circumstances

• The post holder works to fixed, wide-ranging deadlines dictated by the European Commission and/or the National Agency (the HEA)
• The post holder works to ensure programme compliance, quality and requirements are followed.
• The post holder works to progress the programme in line with changes made by new programme guides, rules and regulations.

JOB BOUNDARIES:

• Contributes to the development of the UL Global strategy. Actively engages in the development and implementation of processes to enable the implementation of UL @50 goals and objectives. This role actively works to ensure targets and objectives of the strategy are implemented and met.
• Contributes, leads and implements the development of operational plans in the context of fixed timelines which impacts all stakeholders on the programme. The role holder will have to implement a communication strategy to update internal and external partners as to developments in their area.
• Exercises good judgment, make well-informed decisions in a timely manner, in accordance with mobility rules and regulations. Manage stakeholder expectations and where necessary individual circumstances in a fair, discrete and informed manner in line with university policy and procedures.
• Systematically analyses all components of mobility and works to respond as appropriate.
• Proactively plans for all mobility programme and stakeholder needs.

DIMENSIONS:

• Role works closely with mobility teams and other stakeholders internally and externally in relation to mobility.
• Facilitates cross departmental collaboration necessary for change management.
• Initiates process improvements.
• Documents processes and can track multiple moving parts.
• Technical proficiency.
• Change and Project Management.
• A knowledge of budgets.
• Work based travel may be required.
• Work outside of normal office hours may be required from time to time.
• Line management/staff supervision.

KNOWLEDGE, FUNCTIONAL SKILLS, EXPERIENCE & QUALIFICATIONS:

Knowledge 

An understanding of administration in a higher education or similar environment

Essential

Demonstrated knowledge of higher education nationally and internationally

Essential

Demonstrated knowledge and awareness of working with colleagues’/students/ stakeholders of different cultures

Essential

Knowledge of European higher education system

Desirable

Functional/Work-based Skills

Demonstrated proficiency in digital packages, databases and systems

Essential

High level of proficiency in Microsoft suite and website updating.

Essential

Excellent verbal and written communication skills

Essential

Excellent interpersonal skills and ability to work well as part of a team

Essential

Ability to work within time limitations and within policies and procedures

Essential

Ability to learn and work on own initiative and as part of a team

Essential

Ability to multitask working to multiple deadlines with large data sets

Essential

Budget knowledge or administration

Desirable

Experience working with website updates and web applications

Desirable

Demonstrate clear communication and presentation skills.

Essential

Proficiency in customer relationship management or software systems

Desirable

Experience

Minimum of 3 years’ experience in a relevant position

Essential

Experience working with website updates and web applications

Desirable

Qualifications

Relevant Third level degree or substantial acquired experience in the Higher Essential

Education Sector.