Executive Administrator

SALARY SCALE: €46,210 - €66,354 p.a.

JOB DESCRIPTION

JOB SYNOPSIS:

The Scheduling & Examinations Team within the Academic Registry Division are responsible for production of the Class timetable, Examination Timetable and associated room bookings in Autumn and Spring semesters. The centralised scheduling service is available to all academic departments that wish to have their modules/programmes included in the timetable. This role will support the Scheduling & Examinations Manager in planning, organising and processes of the scheduling and exams team to ensure the delivery of the highest standard of service to internal and external stakeholders The post holder will report to the role of Scheduling & Examinations Manager.

JOB PURPOSE:

The Academic Registry Division at University of Limerick is responsible for the central administrative aspects of the student journey, including undergraduate student recruitment, admissions, registration, student records, timetabling/scheduling and data management. The Division is undergoing a significant transition programme, dealing with organisation structure, staffing and IT investment. This is to ensure the maintenance and development of business processes and systems to support programme management, while balancing the requirement for a stable, responsive, reliable, sustainable, supportable and scalable student records eco-system.

The creation of a complete, accurate, and timely academic timetable and examination schedule are critical functions that directly impact the teaching, learning and assessment experience for students and staff. This is a key aspect of the work of the Operations Department in Academic Registry Division.

This role will support the Scheduling & Examinations Manager in planning, organising and processes of the scheduling and exams team to ensure the delivery of the highest standard of service to internal and external stakeholders.

KEY ACCOUNTABILITIES:

The key responsibilities of this post will include, but will not be limited to:

• Manage and operate all scheduling and examination processes to ensure they deliver to academic calendar timelines and comply with academic regulations, university policies and strategies.
• Coordinate all class timetable activities ranging from establishing programme and module requirements; operating forecasting model; scheduling all activity; engagement with Buildings & Estates, ITD and other support departments and managing centrally allocated space.
• Manage End of Semester Exam process including scheduling the exam timetable, managing Exam Venue Co-ordinator team and engaging with Disability Support Services, Buildings & Estates and other support departments to deliver the university end of semester exam process.
• Prioritise tasks and allocation of tasks in line with overall unit workload and agreed delivery targets.
• Report on overall performance of activities to include effectiveness and performance of scheduling and examinations processes and identification of improvement opportunities.
• Perform detailed analysis and interrogation of records when handling queries and reporting requirements.
• Engage with business process improvement projects at team, department, division and university level to support the overall mission of Academic Registry.
• Manage and develop effective relationships and networks with other units and departments in Academic Registry, other divisions in the University and external stakeholders to achieve operational goals.
• Participate in the provision of (including training) and feedback to faculties and departments on the scheduling and examinations systems and processes.
• Delivering a consistently high quality of service to students, staff and other stakeholders.

CONTEXT:

Key Working Relationships & Contacts

• Maintain and develop good working relationship with team leads in Academic Registry, Faculties, Departments, course directors, module leaders, Buildings & Estates and all internal stakeholders academic, technical and administrative)
• Support the provision of reports and information, as required to external stakeholders including the Higher Education Authority, IUA, DFHERIS, and other authorities.

• Support the training of all team members in line with objectives, divisional goals, and individual development plans to maximise potential. 
• Work closely with department scheduling coordinators to ensure a timely, accurate and complete timetable which meets requirements.

Working Environment/Special Circumstances

The post holder will work in a location as advised by the Scheduling & Examinations Manager. The post holder may apply for blended working in accordance with UL Policy and Procedure. The post holder will be required to work additional hours in exchange for time off in lieu of cases during period of peak demand to meet operational deadlines.

Job Boundaries

This position reports to the role of Scheduling and Examinations Manager in the Academic Registry Division.

Within this management structure, the appointee must be able to lead the scheduling and examinations processes and work with other process leads and project teams in the Operations Department and other divisions in the University.

DIMENSIONS:

Staff - The post holder works collaboratively with team members in Academic Registry and with colleagues across support departments and faculties.

Customer - Internal stakeholders include students, Academic Registry, Faculties, Departments, course directors, module leaders, Buildings and Estates and admitting offices.  External Customers include Higher Education Authority, IUA and DFHERIS.

Operational - The post holder is responsible for the processes in the creation of a complete, accurate, and timely academic timetable and examination schedule.

Administration - The post holder(s) is responsible for the efficient administration of assigned tasks and responsibilities.

KNOWLEDGE, FUNCTIONAL SKILLS, EXPERIENCE & QUALIFICATIONS:

Essential Criteria:

Knowledge

• Good understanding of scheduling academic programmes (or other multi-stakeholder environment in a regulated sector) to include data collection, requirement gathering, system testing, access control, editing and revision control, workflow approval, authentication, governance, archiving and operations.

• Relevant knowledge of the higher education sector.

Functional/Work-based Skills

• High level of interpersonal, communication, negotiation and team working skills, commensurate with working at a senior level.
• Advanced Excel skills and experience.
• Excellent organisational and analytical skills, ability to handle multiple tasks and plan work from more than one source to meet deadlines.
• Strong analytical capabilities and a logical thinker with systematic approach to decision making.
• Database and data analysis ability to report and interrogate large data sets.

Experience

• Minimum 3 years relevant experience.
• Customer focus experience dealing with multiple stakeholders and multiple competing deadlines with focus on delivering high quality services.
• Experience in Academic Scheduling Constraints System (ASCS) and Central Management Information System (CMIS) or equivalents.

Qualifications

• Relevant level 8NFQ honours degree or equivalent professional qualification or substantial acquired experience in a similar role.

Desirable Criteria:

Knowledge

• Ability to deliver high quality services which meets the needs of customers and in anticipating and engaging with stakeholders on future service requirements.