IPA Administrative Assistant G6
12 hours ago
Job Function The Administrative Assistant works as part of a team to provide essential administrative support to staff and students across the entire student lifecycle, from application through to graduation. Key responsibilities include working on admissions and enrolment processes, maintaining and updating student records, coordinating scheduling and communications, and supporting events such as orientation and graduation. The role also involves addressing student enquiries, facilitating access to resources, and ensuring adherence to institutional policies. This position requires effective collaboration with faculty and administrative teams to support the smooth delivery of services and an excellent experience for students and staff alike. Main Duties Operations Engage with administration managers, programme coordinators, lecturers and students to provide day-to-day operational support for the delivery of undergraduate education programmes, including promoting and disseminating information about programmes; managing applications, records and results; responding to student and staff queries; providing necessary supports and resolving issues; arranging class schedules and timetables and student communications; providing copying, collating and other support services as appropriate. Provide administrative and technical support to lecturers and students during delivery of on-site classes, online classes and broadcasting events at evenings, weekends and during weekdays as rostered, including creation of schedules/links and monitoring and troubleshooting of live virtual classes. Coordinate the receipt, processing and distribution of continuous assessment assignment material in paper and electronic form including assignment titles, student work and results to and from lecturers and students as appropriate. Assist with the arrangements for examinations, the supervision and monitoring of onsite and online examinations, and the receipt, processing and distribution of examination material and results in paper and electronic format to and from lecturers, students, exam boards and exam centres as appropriate. Assist with the arrangements for, and at, the annual conferring ceremony. Assist with the distribution of course material and other documents in hard and soft copy. Compile, update, and keep all student and other records (paper and electronic) in good order and in accessible form. Type correspondence, distance education materials, timetables and highly confidential material, including examination papers, to acceptable standard. Systems and Records Support e-learning platforms, such as Moodle, including preparation and uploading of relevant content and maintenance of programme sites. Contribute to, and trouble-shoot, operations of the Divisions central administrative systems, including student record and management system, invoicing system and reporting systems. Support the Divisions compliance with statutory and Quality Assurance compliance, e.g GDPR, annual module reviews, student surveys etc. General Undertake, as rostered, evening and weekend work as per the academic cycle and provide administrative and technical support to lecturers and students during delivery of on-site classes, online classes and broadcasting events at evenings, weekends and during weekdays. Carry out such duties appropriate to the grade as may be assigned from time to time About the ideal candidate Qualifications Leaving Certificate or equivalent qualification.(Essential) Knowledge An understanding of the role of the IPA and the programmes offered by the Whitaker School. Proficiency in Microsoft Office (essential). Experience: Minimum of two years experience in an administrative role with responsibility for a variety of processes and procedures (essential). Proven track record of providing excellent customer service with exceptional written and verbal communication skills. Demonstrated ability to provide professional and proactive engagement with students, faculty and management. Skills: Proven ability to complete tasks, use initiative as events require, and work in a dynamic, flexible team environment. A good degree of proficiency in IT skills, virtual/online delivery platforms and experience of using software packages. Good organisational skills and capacity to implement and improve administrative systems and processes. Strong analytical and problem-solving skills Demonstrated ability to learn new technologies Excellent standard of written English suited to writing emails and content for website or programme description documents How to Apply: Please complete the eligibility form (application form) and upload it along with your CV via the IPA application portal at CVs unaccompanied by the eligibility form will not be considered. Closing date for applications is Monday, 17th February 2025 at 1pm (Irish time). Any queries should be directed to When outlining your application, accuracy is essential. The information you supply in your application will play a central part of the selection process. If you do not receive an acknowledgement of receipt of your application, please check your junk/spam folders as email notifications may be filtered here. If you have any queries about the role, please contact us at
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