Operations Coordinator

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Join to apply for the Operations Coordinator role at Royal College of Surgeons in Ireland (RCSI)

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Job Title: Operations Coordinator

Reporting To: Senior Operations Team Lead

Contract type/duration: Specified purpose contract, up to 12 months

Closing date for applications: 21st of August

About the post:

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 principal focus will be to contribute to the planning, implementation, and delivery of Teaching, Learning and Clinical Placement activities spanning the School of Medicine and School of Physiotherapy.

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. They must have a highly professional approach to work with a willingness to work as part of a team that offers support to colleagues across the institution and possess excellent organisational and communication skills.

To provide effective, efficient, and professional services it is expected that the successful candidate be flexible in terms of hours of work and will maintain confidentiality, diplomacy, and tact regarding internal and external relations.

Job 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 Ad Hoc Support to the Exams and Assessment Team at critical points.

The Operations team will work hand-in-hand with the Examinations Team on a daily basis supporting the end-to-end academic journey of our students for each of the relative programmes.

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. Including ongoing maintenance of the teaching schedule / bookings for the relevant programme year.
• To support the scheduling and attendance tracking for Personal Tutor Meetings.
• To support the annual update of Moodle for your assigned programmes/years.
• To support the annual Student Rollover.
• If required by your assigned programme, contribute to the allocation of Clinical Placements via In Place system.
• To contribute to the allocation of students with reasonable accommodations in conjunction with the Learning Support Service.
• To record and manage Vaccination Monitoring for assigned programmes/years.
• The coordination of the annual Student Mandatory Courses for assigned programmes/years.
• Completion of the Annual Mandatory Staff courses & Training in Technology systems as required.
• 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/portfolios for assigned programmes/years.
• 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 cycle meetings for assigned programmes/years.
• To participate in scheduled User Acceptance Testing (UAT) of core technology systems as required.

Quality Improvement

• Contributing to the annual review of SOPs (standard operating procedures) and supporting documentation.
• To contribute to regular status update 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

We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application — we'd love to hear from you.

Application Process

Please apply online through the RCSI careers portal on the closing date with your CV and cover letter.

Seniority level

• Seniority levelAssociate

Employment type

• Employment typeContract

Job function

• Job functionAdministrative
• IndustriesHigher Education

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