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Executive Officer, Undergraduate Common Architecture

Trinity CollegeDublin€26,822 - €43,626 per yearFull-timeTemporary

Post Title:

Executive Officer - Undergraduate Common Architecture

Post Status:

5-year Fixed Term, Full-Time contract

Department/Faculty:

Office of the Vice-Provost/Chief Academic Officer

Reports to:

Undergraduate Common Architecture Office Manager/ Associate Dean of Undergraduate Common Architecture

Location:

Trinity College Dublin, the University of Dublin, College Green, Dublin 2, D02 PN40, Ireland

Salary:

This appointment will be made on the Executive Officer Merged scale (€26,822- €43,626 per annum) at a point in line with current Government pay policy. New entrants to the public sector will be placed on the 1st point of this scale. monthly-sec-eo-seo.pdf (tcd.ie)

Hours of Work:

37 hours per week

Closing Date:

12 noon 12 August 2021

The successful applicant will be expected to take up post as soon as possible.

Post Summary

Applications are invited for the post of Undergraduate Common Architecture Executive

Officer (UCAEO), based in the Office of the Vice-Provost in Academic Services Division (ASD). The successful candidate will join a team of academic and professional colleagues with responsibility for the provision of all necessary administrative support to the Undergraduate Common Architecture Office Manager (UCAOM), the Associate Dean for Undergraduate Common Architecture (ADUCA), and the Undergraduate Common Architecture Governance Committee (UCAGC).

This post is a full-time five-year post to be filled as soon as possible. The key remit of the role will be to assist in the management and development of the Trinity Joint Honours and assist in the administration of the shared elements of the Common Architecture as they encompass shared elements of single honours entry, common entry, multidisciplinary and professional courses from inside and outside the Faculty of Arts, Humanities and Social Sciences. The appointee will work supporting the UCAOM, ADUCA and the relevant Schools to ensure that all subjects and courses are supported appropriately in the administration of those elements of the Common Architecture that they engage and interact with.

Applicants will have a track record of providing support effectively and transparently within a complex university environment working with constrained resources. S/he will ideally have a minimum of two-years proven support provision experience, ideally gained in a university or the higher education sector. S/he will be able to work as part of a team or individually as required.

The Undergraduate Common Architecture Office will work closely with the Central

Timetabling Unit and other relevant units in Trinity Teaching and Learning, the Academic Registry, Estates and Facilities, and IT Services to ensure that the needs of the students and staff in the Joint Honours programme and those elements of it that are shared are met.

Collectively, the Associate Dean, governance committee and the Common Architecture Office will have responsibility for all activities required to coordinate the running and ongoing development of the undergraduate offerings involved in the ‘Common Architecture’. This coordination function encompasses the flexible pathways available from multiple entry routes and the shared curriculum elements of the ‘Common Architecture’ such as Open Modules but does not otherwise infringe upon the authority of Schools and Course Offices.

Informal enquiries about this post should be made to the Undergraduate Common Architecture Office Manager, Marie McPeak, MCPEAKM@tcd.ie, in the first instance.

Key Responsibilities 

The Undergraduate Common Architecture Office, led by the Manager, is responsible for leading out on all matters relating to the management and development of Trinity Joint Honours and administering the shared elements of the Common Architecture as they encompass shared elements of single honours entry, common entry, multidisciplinary and professional courses from inside and outside the Faculty of Arts, Humanities and Social Sciences. This office is also responsible for providing administrative and operational support at all times to the Associate Dean and the governance committee.

The Associate Dean of Undergraduate Common Architecture (ADUCA) will provide ongoing academic leadership for all undergraduate Common Architecture programmes. This will include Joint Honours entry programmes in their entirety and all shared elements of Single Honours entry, Common Entry, Multidisciplinary and Professional courses across the Faculty of Arts, Humanities and Social Sciences, including contributions from courses outside that Faculty, such as Computer Science, Geography and Mathematics, and any other subjects that are added to the Common Architecture in the future.

The Undergraduate Common Architecture Governance Committee will have responsibility for the academic cohesion and coordination of all shared elements of courses involved in the

Common Architecture of undergraduate education. This will include shared elements of Single Honours entry, Joint Honours entry, Common Entry, Multidisciplinary and Professional courses across the Faculty of Arts, Humanities and Social Sciences, including contributions from subjects outside that Faculty, such as Computer Science, Geography and Mathematics.

As part of the functions of the Undergraduate Common Architecture Office, the Executive Officer will be responsible for the following activities: 

  • Assisting in the administrative and operational operations of the Undergraduate Common Architecture Office and provide administrative, operational and strategic support to the UCAOM, the ADUCA and the Governance Committee;
  • Assisting in the development and management of the introduction of new systems and processes to track student Pathway/Major/Minor choices in the Common Architecture and in all shared elements of courses involved in the Common Architecture;
  • Assisting in the collation of assessment marks and dissemination to all relevant subject Courts of Examiners;
  • Addressing and resolving general student queries;
  • Assisting with the Implementation of decisions of the ADUCA and the governance committee;
  • Liaising with Academic Registry to communicate updates to the curriculum across the Common Architecture, including any changes to Open Modules offered within Joint Honours, and ensure that any system upgrade requirements as a result of such updates are fully scoped and documented for the Academic Registry and IT Services;
  • Providing ongoing advice and guidance to Common Architecture students on Pathway/Major/Minor options and module choices;
  • Assisting in the development and implementation of the processes, timelines and outcomes required for module/pathway/major/minor enrolment;
  • In consultation with the relevant Schools, assisting in the provision of documented guidance and support to those Common Architecture students who wish to avail of Erasmus/Exchange/Visiting Out programmes;
  • Ensuring that all students are pathway-compliant for an appropriate exit award;
  • Providing assistance to Schools in the management and coordination of all student module and pathway choices (including Open Modules) ensuring all module enrolments are current and accurate across the Common Architecture programmes;
  • Providing on request and as soon as possible up-to-date module enrolment/pathway choice data to Schools and update and maintain such data as appropriate;
  • Assisting the relevant Joint Honours/Common Architecture Schools in the preparation and checking of FTSE/BBM data particularly but not necessarily only with regard to students on Erasmus out/visiting student status through liaison with the relevant home Schools and the Academic Registry;
  • Organising and supporting arrangements for any recruitment fair or information day for new Minor Subjects for eligible Junior Fresh students;
  • Providing administrative assistance for the preparation of Calendar changes and changes to Common Architecture Prospectus materials;
  • Updating information on Joint Honours/Common Architecture website;
  • Liaising with the CTU and with Schools on timetabling for all aspects of the shared curriculum;
  • Liaising with the Public Affairs and Communications Office in the organisation of Open Day presentations and events as well as other student outreach activities (such as Higher Options, school visits, guidance counsellor information sessions, etc.);
  • Assisting visiting students (both in and out) in provision of advice as to appropriate modules.

 Note: The above list of roles and responsibilities is not exhaustive and may be increased or modified by the Undergraduate Common Architecture Office Manager or the Associate Dean of Undergraduate Common Architecture as we move towards achieving the goals to support next generation teaching and learning. 

On occasion, the appointee may be required to work outside normal business hours.

Person Specification

The postholder will require the following knowledge, skills and competencies for successful performance in the role; 

Qualifications

• Whilst a third level qualification is not essential, it would be an advantage.

Knowledge and Experience

  • Experience in the use of the College student information system SITS and timetabling system CMIS and a high level of experience in the use of MS Office applications (Essential);
  • Knowledge and experience in assessment and progression phases of the student lifecycle in SITS and in resolution of associated issues both as an individual and as a team leader (Desirable);
  • Experience in the use of Dreamweaver (Essential);
  • Experience in data gathering (Desirable);
  • Experience of working in a fast-paced, evolving and dynamic College office whilst effectively communicating with all relevant stakeholders (Desirable)
  • Knowledge and experience of the student lifecycle from admission through to commencement (Desirable);
  • Experience of the student appeals process (Desirable);
  • Experience of FTSE preparation (Desirable);
  • Experience of accelerated admissions and mature students for Common Architecture/Joint Honours courses (Desirable);
  • A good knowledge of College regulations, in particular, academic programmes and programme/student-related regulations, and an understanding of the organisational structure of College (Desirable).

Skills and Competencies

  • Oral communication: convincing and confident when speaking to others; can explain complicated procedures well; comes across as welcoming and approachable in manner.
  • Written communication: produces documents and emails which are clear, concise and free of grammatical and punctuation errors; seeks information from other resources when uncertain; uses formatting effectively to highlight key information.
  • Organisational skills: keeps workspace functional; has information at fingertips; stores information in well organised files; can keep track of multiple projects simultaneously.
  • Interpersonal skills: ability to interface effectively with staff and students; fosters good working relationships; is known as someone who is helpful to others; knows when information is of a confidential nature and acts accordingly.
  • Conscientious and deadline oriented: is accurate in all work, can handle multiple tasks simultaneously and ensure tasks are completed on time.
  • Resourceful: can work under own initiative, knows where to find information/help and can problem solve.
  • Flexible: can operate flexibly within a busy work environment, can shift focus when required; lends a hand beyond normal work hours when a need arises.
  • Team worker: can operate effectively as part of a team - is cordial, co-operative and willing to help others; shares work and information; establishes rapport with everyone.
  • Analytical skills: can prioritise work effectively; can identify a problem and propose a solution.
  • Motivated: displays a ‘can-do’ attitude and is committed to the School and College.

The closing date for applications is Thursday the 12th of August 2021

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