Administrative Support Specialist

3 days ago

Dublin, Dublin City, Ireland beBeeFaculty Full time €45,000 - €55,000
Job Description

We are seeking a highly skilled professional to fill the role of Assistant Faculty Manager. The successful candidate will be responsible for providing administrative support to Faculty Managers and the Head of Faculty Management. This will involve coordinating the efficient and effective management of the administrative function attached to the recruitment of faculty in the form of the New Faculty Pathway.

Duties and Responsibilities
  • Provide HR management support to Faculty Managers in the recruitment of new faculty members.
  • Liaise with the Academic Appointments Sub-Committee (AASC) to ensure the smooth administration associated with recruiting faculty.
  • Work closely with IT and HR to ensure the timely onboarding of new faculty and collaborate with other Assistant Faculty Managers to facilitate the integration of new Faculty into the College.
  • Arrange induction, orientation, and training of new staff in accordance with the New Faculty Pathway process.
  • Coordinate the arrangement of interim probations (three months) and probations (six months) with Faculty Managers.
  • Establish and maintain a system for tracking faculty performance measures, with annual setup of a new tracker.
  • Organize annual appraisal meetings with faculty and highlight those who require appraisal based on their number of teaching hours.
  • Collaborate with HR to provide contractual information for the purpose of faculty contracts in a timely manner.
  • Work with Faculty Managers and HR to issue contracts and addendums for Faculty.
  • Monitor student feedback received from the Data Analytics & Reporting Manager to ensure it is accurately reflected in the performance tracker.
  • Liaise with the examinations office to obtain exam papers and results outstanding for the performance management system.
  • Take responsibility for systems improvements and developments within faculty management, ensuring the effective use of technology to maximize operational benefits and efficiencies.
  • Update staff utilization on a weekly basis and monitor its accuracy to ensure the sheet is up-to-date and correctly utilized by Faculty Managers.
Required Skills and Qualifications
  • Prior experience in administrative roles, preferably within an academic setting.
  • Strong organizational and time management skills with the ability to handle multiple tasks simultaneously.
  • Ability to manage pressure during peak periods.
  • Excellent attention to detail.
  • Capacity to prioritize tasks effectively.
  • Able to gather, analyze, and document business requirements.
  • Experience generating and presenting reports to inform decision-making processes.
  • Excellent communication and interpersonal skills, with the ability to work collaboratively with diverse teams.
  • Able to identify and solve business problems through innovative solutions.
  • Familiarity with faculty recruitment processes and the New Faculty Pathway.
  • Ability to maintain confidentiality and handle sensitive information discreetly.
  • Proficiency in computer applications.
Benefits
  • Free internal courses.
  • Discounted fees for family members.
  • Life assurance and disabilities cover.
  • Sports and social activities.
  • Employee assistance program.
  • Employee discount scheme.
  • Paid sick leave.
Others

All appointments are subject to providing proof of eligibility to work in Ireland upon invitation to interview.

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