Executive Officer

The Purpose of the Role The School of Religion seeks an Executive Officer (EO) to join our team as the School, which has campuses in Dublin and Belfast, continues a significant period of development. The EO, based in Dublin, will have an important role to play in helping the School to successfully grow and meet its strategic goals and objectives in an increasingly demanding and competitive environment. The post holder will provide a comprehensive and integrated administrative service to support the Schools activities focused primarily on the Schools Undergraduate provision plus related activities. The post holder will assist with the managing, planning and reporting of all aspects of the Schools Undergraduate programmes throughout the student lifecycle (from pre- admission enquiries through registration, examinations and results, and progression to graduation). The post holder will also assist with events, the marketing and promotion of the Undergraduate provision, increased alumni/ae engagement and public outreach. The post holder will also assist with the implementation of specific projects as directed by the Head of School, School Manager. Student recruitment is a key component of the role and the postholder must therefore have the ability to communicate effectively with all potential applicants: i.e., teenagers, their parents and their teachers, young adults and mature students. An encouraging and patient demeanour is therefore essential, as is a resourceful, problem-solving approach. Context The successful candidate will join the Schools small, dedicated, split-site administrative team and should enjoy working in a team environment. The post holder will report to the School Manager and will work closely with the Director of Undergraduate Teaching and Learning, the Head of Discipline Religious Studies, the Director of Global Relations , Course Co-ordinators, academics and administrative staff. The position provides an excellent opportunity for career development in a demanding and collegial working environment and for gaining academic and administrative experience. The EO will be the main point of contact for all Undergraduate (UG) enquiries. In the past three years, the School has introduced a new BA Religion (Single and Joint Honours), a Foundation Certificate in partnership with the Church of Ireland Theological Institute and dual-degree programme with Columbia University. The School houses two Disciplines (Religious Studies and Peace Studies) and offers numerous pathways for Postgraduate Research degrees, principally Ph.Ds and M.Litts., and four stand-alone Postgraduate Taught degrees. The School comprises approximately 30 permanent academic and administrative staff, plus adjunct staff, and approximately 260 students year on year (including the UG cohort). Main Responsibilities This is a list of the tasks, duties and responsibilities for the role. Service As the delivery of a highly flexible, responsive and effective service is critical to Schools ongoing growth and development, the post holder will assist with the management of all aspects of the Schools UG programmes throughout the student life-cycle (pre-admission enquiries through registration and progression to graduation). These include orientation, timetabling, all examination/supplemental preparations (including the Foundational Scholarship exams), progression of results and Courts of Examiners (including communications with External Examiners) Actively support the recruitment of all student cohorts to the Schools Undergraduate programme offerings: the BA Religion (Single and Joint Honours), the new dual-degree with Columbia University (first intake 2021-22), visiting, Erasmus and mature students, by dealing effectively and in a timely and professional manner with all enquiries. Provide an exceptional customer-focused service to prospective students; assist with organising and implementing an effective programme of dedicated key student events including but not limited to: UG School Open Days; College Open Days/evenings, recruitment events within the HEA sector; staff/student participation in/attendance at national recruitment fairs; and alumni/ae events (including the development and maintenance of effective alumni/ae records). Manage relationships and interface with key College central administrative / support areas e.g. Academic Registry, Fees Office, Disability Office, Careers Office etc; liaise with multiple stakeholders including class representatives, programme participants, all relevant (internal / external) service providers. Provide support/assist with preparations and promotion of key internal and external events, e.g: conferences, symposia, public lectures and seminars, visiting academic groups etc. Assist with the marketing and promotion of UG programmes via a variety of mediums, including on-line platforms (social media), the production of advertising materials and updating the UG Prospectus, Calendar entry, etc. Work closely with the DUTL and UG Course Co-ordinators to assist with the creation and maintenance of processes to track student Pathways/Major & Minor options in the TEP Common Architecture (CA). Provide guidance to CA students on Pathways/ Major & Minor options and module choices (including Open Modules and Trinity Electives); ensure that students are pathway compliant for an appropriate exit award. Coordinate and complete the administrative aspects of assessment, examinations and results including the Foundation Scholarships Examinations. Assist Principle Investigators / the School Manager with monitoring, managing and reconciliation of individual Research Accounts. Systems Use of College systems, SITS, CMIS and Blackboard for students enrollment, registration, examination and results. Th Carry out routine financial tasks such as generating purchase orders, processing invoices, iExpenses (via Oracle / the College Financial information system (FIS), processing Casual Payroll forms, Non-staff Requisition forms, External Examiner payments, Asset Register updates, ordering equipment and stationery. Clerical Annual preparation of Handbooks (hardcopy and online), the Visiting Module Directory, Online Module Enrolment maintenance of all SITS related data including student records, MAPS and MABS, Course and Module Descriptors (via Module Manager etc.). Assist with the organisation of the Annual Courts of Examiners in consultation with the Director of UG Teaching and Learning, Head of Discipline and Course Co-ordinators; collate and prepare results for entry into SITS in consultation with relevant staff; liaise with External Examiners, Tutors, relevant central College offices (e.g.: Academic Registry, Student Cases etc.) as necessary. Minute the discussions and assist with the implementation of recommendations arising from the UG Courts of Examiners. Act as Committee Secretary for relevant School and Programme Committees as required, minuting meetings, raising action-points and prompting implementation of actions arising from decisions of the Committees. Organisation Assist the DUTL, Head of Discipline, Course Co-ordinators and the School Manager with the preparation and execution of College Student Orientation. Liaise with the UG Student Representatives re. student feed-back relating to pre-entry experience and raise recommendations for future improvements. Assist with managing the evaluation process for UG School modules and programmes so as to ensure quality assurance at School and College level. Carry out day-to-day administrative tasks such as drafting letters, memoranda, classroom support activities, technology related issues, raising items for the website. General Ensure the highest levels of accuracy and confidentiality (in line with College/ School GDPR policies and procedures) when dealing with all student related data, student files and transcript requests. Assist with the development and implementation of best working practices relating to UG processes and procedures (from pre-Admissions through to Graduation) and ensure that all administrative functions are fit for purpose and developed to the highest standards, in consultation with the School Manager and other team members. Any other duties that will arise from time to time, and as directed by the School Manager. Please note: The post holder may be expected to change responsibilities and/or administrative duties as required by the changing environment and developments within the School. The responsibilities outlined above are not intended to be exclusive or restrictive and your flexibility in the allocation of specific duties will be required. The successful candidate may occasionally be expected to work outside normal office hours. Person Requirements The role-holder will require the following knowledge, skills and attributes for successful performance in the role. Qualifications Leaving Certificate or equivalent - essential The ideal candidate will hold a relevant third level educational qualification supplemented by extensive experience in a university setting, particularly in the areas of course administration and development, teaching support, student recruitment, assessment management, and direct support of undergraduate students. Evidence of a high level of proficiency in academic software systems and programmes. Knowledge Excellent interpersonal, organisational and communication skills (written and oral). A proven ability to manage workload, prioritise tasks, work under time constraints and strict deadlines and conflicting demands. Have a pro-active approach to work, anticipating and resolving problems as necessary. An awareness of the challenges of an increasingly competitive higher education environment including a very good understanding of the organisational structure of the College (including the Academic Registry) together with its policies and procedures. A thorough understanding of the challenges facing todays undergraduate students, whether they come to as College as school-leavers or mature students. Experience Candidates must have extensive experience of providing a high-level administrative service in a demanding academic, student-focused environment. A proven track record in academic course, administration and management processes, along with experience of working closely with undergraduate students. Proven ability to work in an environment which requires a high level of discretion and confidentiality. Possess and/ demonstrate a positive, polite, patient and discrete manner. Skills Extensive experience of SITS / Blackboard (all aspects). Evidence of a high level of competency in MS Office including: Word, Excel (including use and design of spreadsheets, database and data manipulation), Power Point, One-Drive, Sharepoint. Evidence of knowledge and experience of On-Line Communication Platforms; familiar with use of social media for advertising and publicising purposes; competent and confident communicator via social media. Knowledge and experience of Timetabling (CMIS), IProcurement, I-Expenses. Personal attributes Interpersonal skills: the ability to support the provision of an exceptional customer service (including cultural awareness and sensitivity); to interface effectively with staff and students and the wider College community; to foster positive and co-operative working relationships; to be always helpful and co-operative; to deal with confidential information and data discretely. Organisational skills: a proven ability to: deal with high volumes of work; prioritise key tasks; have information at fingertips; store information in well-organised files; keep track of multiple responsibilities simultaneously; meet deadlines. Oral communication: must have the ability to: communicate effectively with all key stakeholders and especially with would-be students; use a convincing and confident manner when dealing with others. Written communication: ability to prepare minutes, documents and information (memoranda, emails etc.) which is clear, concise and error-free. Ability to: draft day-to-day correspondence; proof-read accurately; seek information from other resources when uncertain; use formatting effectively to highlight key information. IT literacy: including the ability to continuously upgrade IT competencies. Analytical skills: have ability to identify a problem and propose appropriate solutions. Conscientious: ensure accuracy in all work; follow through on all tasks until complete. Deadline oriented: show ability to manage / handle multiple tasks simultaneously; meet deadlines on an ongoing basis. Resourceful: work on own initiative; knows where to find information; use problemsolving skills as required. Flexibility and adaptability in a busy working environment: have ability to shift focus when required; lends a hand beyond normal working hours when a need arises. Team worker: have ability to operate effectively as part of a team - share knowledge, experience, work, is co-operative and patient, establishes a rapport with others. Motivated: displays a can-do attitude, is interested in the role and responsibilities and is committed to the growth and development of the School of Religion.