Operations Coordinator

About Team and Role 

This is an excellent opportunity for an ambitious individual to join an evolving and expanding team in a fast-paced, dynamic organisation. The successful candidate will work within the Operations and Examinations function of RCSI, providing operational delivery focused support to undergraduate programmes.As Operations Support, your primary focus will be to contribute to the planning, implementation, and delivery of Teaching, Learning and Clinical Placement activities for the School of Medicine. The post would suit an enthusiastic and self-motivated administrator who is experienced in operational delivery and is seeking to commence or further their career in the education sector. The ability to work independently, managing a busy workload with competing priorities to tight deadlines is essential, as is attention to detail and accuracy. The successful candidate will demonstrate a highly professional approach, a willingness to collaborate as part of a team, and the ability to provide support to colleagues across the institution. Excellent organisational, communication and interpersonal skills are also required. To deliver effective, efficient and professional services, the successful candidate will be expected to demonstrate flexibility in relation to working hours and maintain the highest standards of confidentiality, diplomacy and tact in all internal and external interactions. 

Key Responsibilities 

These are shared amongst a team of operations support coordinators. This role will be expected to provide cover, as appropriate, across the full span of undergraduate teaching, learning and clinical rotation activities. All coordinators are expected to contribute to processing incoming General Student Queries; Clinical Rotations; In Place Management; Scheduling of Teaching and Learning Activities including timetabling; Transcript Preparation; Quercus, and support the Exams and Assessment Team at critical points.A key part of this role, in conjunction with the Senior Operations Team Lead & Head of Operations, is to maintain a positive, strong working relationship with the relative Academic Leadership Team, to deliver a seamless student journey. 

Operational Delivery 

• Provide high-level professional administrative support to academic staff and students.
• To answer as allocated, Student Queries related to Teaching, Learning and Clinical Rotations.
• To provide scheduling administration for your associated programme / year, including room bookings across RCSI sites.
• To support the annual update and ongoing maintenance of Moodle (VLE) for your assigned programmes/years.
• To support the allocation and ongoing management of relevant students and Clinical Placements via In Place system related to this specific role.
• To contribute and support the allocation and ongoing programme needs of students with reasonable accommodations in collaboration with the Learning Support Service (CoMPPAS).
• To support the Vaccination Monitoring programme for assigned programmes/years.
• The coordination of the annual Student Mandatory Courses for assigned programmes/years including tracking completion rates of mandatory student courses (e.g. HSE Land training for clinical years).
• To respond to Sponsor queries in a timely manner.
• To support the day-to-day academic experience of Erasmus and Exchange students.
• Continuous Assessment management including in-module assessments and clinical rotation aligned assessments/e-portfolios for assigned programmes/years (via technology solution).
• Meticulous management of continuous assessment data associated with the Operations Team delivery, ensuring close attention to detail and accuracy of data.
• To support Student Orientation for assigned programmes/years.
• To manage diary invitations and minute taking for academic and committee meetings as required.
• Completion of the Annual Mandatory Staff courses & Training in Technology systems as required.
• To participate in scheduled User Acceptance Testing (UAT) of core technology systems as required.
• To maintain the relevant Standard Operating Procedure aligned with your role / relevant year of the programme. In addition to contributing to the annual review / updating of SOPs (standard operating procedures) and supporting documentation.
• To provide / contribute to regular status updates / reports for the assigned programme / year.
• To contribute to the annual review and compilation of Marks and Standards, specifically in relation to continuous assessment and rotational-based assessment.
• To deal with enquiries from Academic Staff in respect of programme management
• To maintain accurate records and archives for assigned programmes / years.
• To engage and contribute in annual Technology systems training as required.

Knowledge & Experience (essential): 

• Excellent IT skills including proficiency with Microsoft Office, including Excel
• Excellent relationship building and interpersonal skills.
• Strong communication and presentation skills.
• Excellent organisational skills with a high level of accuracy and attention to detail.
• High degree of independence, flexibility, initiative, and commitment
• Proven record of accomplishment of managing tasks and time.
• Adapt positively to change and respond effectively to changing needs and circumstances.
• Proven record of accomplishment of solving every-day academic and student issues by quickly identifying possible corrective measures and recommending or selecting the best solution.
• Flexibility to work irregular hours on occasion as required.
• A background in working with data/databases is advantage