Programme Administrator

The College of Science, Engineering and Food Science (SEFS) seeks an experienced administrator to manage the new BSc Sustainability. This new and innovative interdisciplinary degree is anchored in SEFS and delivered by multiple Schools from all four Colleges across the University.

The postholder will be responsible for the day-to-day operational management and coordination of the BSc Sustainability degree. The role involves coordinating timetables, supporting students and staff, maintaining records, and acting as a key liaison point for the students and across the programme team, academic units, central administration, and external stakeholders.

They will contribute to strategic and operational decision-making and support the Programme Director in all activities related to the degree. The administrator will report to the Programme Director but will be expected to show a high level of self-management and autonomy.

Key responsibilities:

• To assist the Programme Board in coordinating, managing and administering the delivery of the BSc Sustainability

• To maintain communication between Programme Director, degree stream coordinators, module coordinators, and administrative offices, including organising and attending meetings of the Programme Board and Board of Studies

• To support BSc Sustainability students in their engagement with UCC, providing a positive and supportive service, acting as first point of contact for student queries regarding modules, placements, study abroad and academic requirements

• To manage the budget for BSc Sustainability, overseeing consumable ordering and invoicing, and ensuring that all financial activities are in line with UCC’s policies and responsibilities as a public sector body

• To set up and maintain the relevant webpage and support the development of marketing material for the degree

• To organise and communicate programme information, handbooks and schedules to students and staff

• To post and update content on the Virtual Learning Platform (Canvas) as required

• To coordinate events such as student induction, guest lectures, placement briefings and external speaker visits

• To liaise with colleagues in the contributing academic units to ensure the delivery of a high standard of teaching and student support

• To liaise with colleagues in contributing academic units on the management of the degree timetables

• To organise and attend exam boards

• To assist in preparing documentation for external examiners

• To coordinate and ensure the timely return of marks to DMIS and ITS from all participating academic units

• To support and participate in UCC events as required, such as Open Days, Careers Fairs, prize-giving etc.

• To report on a regular basis and in a timely fashion to the Programme Director on the delivery of the degree and to raise with the Director any issues which may affect the successful delivery of the degree

• To support work placement and year abroad coordination

Health & Safety:

In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement) each staff member is responsible for:

• Discharging any safety functions delegated to them by their Head of College/School/Department/Centre/Unit in relation to the areas/activities under their control

• Co-operating and assisting the University and the Head of College/School/Department/Centre/Unit in the discharge of their statutory safety responsibilities

• Ensuring that all work under their control is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation

Skills and Attributes:

The successful candidate will:

• Be a self-starter with proven ability to work on her/his own initiative

• Be a team player

• Have excellent resource management skills

• Be a clear, analytical and decisive thinker

• Be able to communicate effectively at all levels of the University

• Be student-focused

• Be capable of working autonomously with minimal oversight

• Have drive, energy and commitment

SELECTION CRITERIA

Essential Criteria:

A relevant third-level qualification or equivalent professional experience

Significant relevant administrative experience in a related environment, ideally in a higher education setting

Ability to develop and manage efficient administrative processes and systems, including curriculum management and academic programme delivery, or the capacity to develop this quickly

Strong IT literacy, particularly in MS Office, and willingness to learn and apply new digital tools and systems as relevant

Excellent written and oral communication skills, with the ability to write clearly and accurately and to produce work to a high standard

Excellent interpersonal and team-working skills, with the ability to build effective working relationships and engage appropriately with diverse stakeholders

Strong organisational and project management skills, including the ability to prioritise competing demands, pay attention to detail in managing records, events and meetings, and meet tight deadlines

Evidence of a strong student-focused approach, with a commitment to high-quality service and support

Strong analytical and problem-solving skills; self-motivated and proactive with evidence of ability to work autonomously

Desirable Criteria:

10. Proven ability in budgetary and financial administration

11. Knowledge, experience and understanding of sustainability principles

12. Evidence of Lean/Six Sigma training and application

Candidates are requested to make a personal assessment of these criteria against their own qualifications, skills and abilities to assess whether they should apply for the post.

Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be shortlisted.

The University may make additional appointments from this competition following the process. Competencies relating to administrative grades in the University are available on the website.

CONDITIONS OF EMPLOYMENT

Salary: Appointment may be made on the Admin V Salary Scale: €51,307 - €62,926 (Scale B) / €49,070 - €59,893 (Scale A). Salary placement will be in accordance with public sector pay policy. New appointees to a direct entry recruitment grade will generally start at the minimum point of the scale.

Working hours: 35 hours per week, 9.00am–5.00pm Monday to Friday with a 1-hour lunch break. Additional hours may be required depending on post needs.

Annual Leave: 27 days per annum, exclusive of public holidays and Good Friday. Four days must be held for Christmas closure.

Sick Leave: Granted in line with University policy.

Tenure: Permanent whole-time, subject to:

a) A 12-month probationary period

b) One month’s notice of termination by either party (except in cases of gross misconduct)

c) The appointee must give one month’s notice

Pension:

Membership of the Single Public Service Pension Scheme unless eligible for the UCC Pension Scheme based on prior service. Further details are outlined in the original text.

Other Benefits:

• Supplementary Life Assurance Scheme

• Group Personal Accident Scheme

• Income Continuance Plan and Specified Illness Cover

• PRSI Class A1

• Access to group health insurance schemes

• Training and development opportunities

• Access to campus clubs, societies and facilities

• Work Life Balance policies

Additional notes on eligibility, re-employment restrictions, pension abatement, early retirement schemes, documentation requirements, interview format, Garda vetting and accuracy of information apply as originally described.