Executive Officer

The Purpose of the Role

The School of Natural Sciences are seeking to appoint an Executive Officer within the Undergraduate Team, with opportunity to contribute into the Postgraduate Team also assisting in the delivery of the teaching and learning programmes within the School. Current programmes include TR060, TR062, TR064 and Joint Honours as well as four postgraduate taught programmes. This role will be responsible for delivery of a range of administrative supports within a designated programme portfolio. At present, support for two programme portfolios is being sought, namely, TR064 (Environmental Science and Engineering) and the MSc in Smart & Sustainable Cities.

Duties will include, but are not limited to, supporting Heads of Discipline, Programme Directors and academic staff with student registrations, timetabling, module and blackboard enrolment, examinations, graduations, outreach engagements, ordering and ongoing high-level support for all students and staff. The Executive Officer will be capable of working on their own initiative, while also contributing into the wider School administrative team.

The successful role-holders will operate within a busy office environment, involving daily collaboration with internal college offices and support services, institutions and regulatory bodies, and will be an active participant in various college, school and discipline level committees. The role holders must be motivated, dynamic and possess excellent interpersonal skills and a proactive attitude to high quality work with a strong attention to detail. The role holders will also benefit from access to opportunities for continued professional development with the School placing a strong emphasis on continued development.

Reporting to the School Manager, the role holders will also work closely with the Undergraduate Team Coordinator, Director of Undergraduate Teaching and Learning (DUTL), Course Directors, Heads of Discipline, the ADUSE, and both the Science Course Office and the Postgraduate team equivalents as well as Academic Registry and all members of academic staff, technical staff, students and researchers.

Context

The School of Natural Sciences is part of the Faculty of Sciences, Technology, Engineering and Mathematics. The School comprises of the Disciplines of Botany, Geography, Geology and Zoology and is also home to two research centres, the Centre for the Environment and Nature+. The School is home to 49 academic staff, 31 professional support staff and 35 research staff. The School manages seven undergraduate and four taught master’s degree programmes and contributes into several other programmes at both undergraduate and postgraduate level, catering to more than 850 students collectively.

Main Responsibilities

This is a list of the tasks, duties and responsibilities for the role.

Academic Support

• Work directly with the Heads of Discipline, Course Directors, and relevant academic staff members within the assigned portfolios on all administrative matters relating to the provision of high-level administrative support for the undergraduate degree programmes, including the updating of course regulations, preparation of course handbooks and databases, and timetabling of modules.

• Coordinate, in collaboration with the Undergraduate Coordinator, Head of Discipline, DUTL and School Manager, annual timetabling and clash reductions across the School.

• Coordinate, in association with the Academic Registry and module coordinators, the organisation of examinations for the sophister years, including the preparation of all examination papers and oversight of the input and processing of results.

• Liaise directly with external examiners and prepare all paperwork in compliance with the examination process for Court of Examiner meetings in coordination with Course Directors.

• Ensure a consistent approach for the effective delivery of programmes in line with both College and School procedures and policies.

• Act as an initial point of contact for students seeking information and support for academic and/or other issues affecting their progress or quality of their experience in the disciplines.

• Respond to enquiries from staff, students and visitors in a timely manner.

• Provide administrative support for committee meetings, including setting of agenda, taking minutes and following-up on relevant action points.

Student Support

• Manage and maintain module registration process from beginning to end within the assigned portfolios including, but not limited to, the maintenance of course and student records, management of assessment results, provision of accurate information to students and staff.

• Action all transcript requests within the assigned discipline.

• Manage and maintain annual examination requirements.

• Assist with organisation of fieldtrips including processing of orders, liaising with suppliers, processing claim forms and maintaining accurate records of student payments and attendance lists.

• Act as front of house for all student enquiries into the assigned discipline.

• Act as an initial point of contact for students seeking information and support for academic and/or other issues.

Administrative Support

• Actively engage with colleagues within the School and across college such as Course Directors, Director of Undergraduate Teaching and Learning, Academic Registry.

• Coordinate and maintain, in tandem with lecturing staff, all extramural courses within the assigned portfolios.

• Support with all administrative requirements within the designated disciplines assigned to the portfolios.

• Process all paperwork for casual and occasional staff in a timely manner.

• Process all paperwork for External Examiners in a timely manner.

• Process FIS orders within the assigned portfolio discipline(s) as directed by Head of Discipline and School Manager.

• Coordinate and maintain communication with multiple stakeholders including class representatives, Course Coordinators, Head of Discipline, Academic Registry and external partners.

• Contribute to the organization of events including, but not limited to, orientation, graduation and open days.

• Coordinate brochure and content production for open days including the collation of student and alumni testimonials in collaboration with the School’s event and communication administrator.

• Contribute to organization of assigned discipline events including grant announcements, alumni tours, collection tours and outreach activity.

• Distribute and contribute to assigned portfolio and discipline level monthly newsletter and social media links.

• Provide administrative support for recruitment activities within the assigned portfolio disciplines including booking travel and accommodation.

• Provide support and advice on examination, assessment, progression, research and graduation procedures to all academic staff within the assigned portfolios.

• Provide routine administrative and/or customer support activities to contribute to the smooth operation of activities within the assigned portfolios including Head of Discipline diary management.

• Coordinate and maintain updates for annual calendars and academic prizes awards in collaboration with the Head of Discipline and School Office.

• Identify opportunities for continuous improvement of service via regular direct meetings with Head of Discipline, Course Coordinators, the DUTL and School Office.

• Provide support within the Undergraduate Team as assigned by the School Manager.

• Other ad hoc activities as assigned by the School Manager.

Systems

• Excellent proficiency is required across a number of computer systems; strong computer skills and ability to adapt to changing requirements is essential.

• SITS, student record system: ability to search for relevant data within the system, as well as inputting of essential data such as examination results. Ability to trouble-shoot essential.

• FIS, Financial Information System: purchasing, budget overview, financial reporting.

• CMIS, Timetabling system: inputting timetable data, reserving rooms for teaching and ad-hoc use, running reports on available spaces, maintaining accuracy of all module information.

Person Requirements

The postholder will require the following knowledge, skills and attributes for successful performance in the role.

Qualifications

• Leaving Certificate or equivalent – essential

• University degree or 3 years relevant work experience – desirable

• Demonstrated commitment to continuous professional development – desirable

Knowledge

• Working knowledge of CMIS, SITS, Oracle and FIS or equivalent systems – essential

• Working knowledge of Microsoft Office, email, Teams, Zoom – essential

• Experience in dealing with customer queries in person, by phone and by email – essential

Experience

• Prior work experience in a relevant role.

• Experience in dealing with customer queries in person, by phone and by email.

• Experience in working with standard office equipment.

Skills

• Highly organised, effective and methodical approach to work – essential

• Competence in managing and manipulating high volumes of data – essential

• Problem solving skillset in pressured environment – essential

• Ability to take the initiative and confident to have autonomy over workflow – essential

• Excellent oral and written communication skills: convincing and confident when speaking to others; clear, concise and error-free writing with the ability to communicate with different audiences

• Relationship management and customer service skills with demonstrable ability to build trust and relay expertise

• Interpersonal and team-work skills: has a flexible approach with a “can-do” attitude

• Operates effectively as part of a team; share information and establishes rapport with everyone

Personal Attributes

• Understands the importance of quality service and pro-actively delivers this – essential

• Committed to achieving results and paying close attention to quality standards – essential

• Strong commitment to providing excellent customer service providing a helpful and courteous approach to colleagues, students and academic staff – essential

• Engaging with and forming excellent working relationships with colleagues and other stakeholders, both within and externally to the University, and being responsive to their needs – essential