Job Title: Faculty Administrator
Reporting to: Head of the Faculty of Law
Location: Griffith College Dublin, South Circular Road
Job Type: Part-time / Permanent (3 days per week)
Job Summary
The Faculty Administrator reports to the Head of Faculty on all issues.
The Faculty Administrator will ensure that an excellent service is provided to all those who interact with the Faculty of Law: learners, lecturers, colleagues and external stakeholders alike.
The Faculty Administrator must actively participate in the general work of the Faculty of Law as directed by the Head of Faculty.
Job Responsibilities
Ensure exam submission, assessment and other faculty deadlines are adhered to
Carry out all necessary administrative tasks as required
Carry out feedback during week 5/6 of each semester
Provide a high standard of pastoral care to all learners
Organise contracts and payment schedules for part time lecturers
Ensure communication of correct module descriptors and assessment to all lecturing staff and admissions
Ensure compliance with QQI standards and guidelines
Work with Programme Directors in the drafting and preparation of timetables
Take responsibility for the booking of rooms
Attend Open Evenings as a representative of the Law Faculty during the day/evening or other events as required
Attend Law Faculty events and assist in the organisation, setting up and running of such events as part of the Clinical Legal Centre; attendance at off-site events will also be required
Make admissions-related phone calls to applicants and meet prospective learners if necessary
Gather, input and monitor learner attendance
Manage attendance via the learner attendance app
Develop a thorough understanding of Scholar, Themis, Moodle, Griffith Attendance App and CMIS
Maintain learner records and update Themis as required
Liaise with lecturers regarding the completion of CMS on Themis and grading/feedback on Moodle
Arrange QA checking of all grades in preparation for exam boards
Contribute to Exam Board preparation including the scanning and downloading of materials for the external examiners and their provision online
Contribute to the drafting of the Annual Course Reports as requested
Contribute to the drafting of validation documents as requested
Assist in preparation for, attend and contribute to induction sessions with learners, pre-semester meetings, course committee meetings, learner rep meetings and weekly faculty meetings
Engage with Academic Administration regarding exam schedules and timetables
Manage equivalent courses set up and monitoring
Assist in ensuring that all learners remain motivated and engaged during the course of the academic year
Assist in respect Quality Assurance mechanisms required for running all Programmes
Liaise with learners and relevant services regarding Learner Exam Assistance
Assist in the preparation of manuals and materials
Manage Moodle page set up when required
Assist with the progression of academic misconduct hearings
Contribute to the Faculty marketing strategy
Monitor the Moodle pages to ensure efficient release of materials and management by lecturers
Work as part of the Law Faculty team and undertake any tasks / duties as assigned to you by the Head of Faculty
Provide exam invigilation services as requested
Contribute to the running of graduation
Answer learner questions related to any programme
Resolve technical or connectivity issues or pass to IT Services for specific issues
Encourage, motivate learners and maintain required records
Arrange all ad hoc room bookings
Draft learner letters
Draft alumni/graduate letters
Ordering stationary
Monitor learner extensions, deferrals and non-submission
Accept responsibility for the retention and filing of all relevant documentation
Monitor rescheduled and cancelled classes and facilitate the rescheduling of the same
Advise learners in a prompt manner of any class re-scheduling
Raising purchase orders
Assist with the day-to-day running of the Professional Law courses, as required
Assist with the day-to-day running of the blended learning undergraduate programmes as required
Actively contribute to the running of the Clinical Legal Centre and take responsibility for a number of activities within the Clinical Legal Centre
Assist in preparations for, and the running of, the Law Faculty, Law Student for a Day and Schools Debating Competition events
Assist with the day-to-day running of all/any semester abroad programmes
Hours of Work
9 am to 5.30 pm daily
Tuesday, Wednesday and Thursday weekly (flexibility required)
This role is an on-campus role
Additional hours and flexibility in respect to a change of working days will be required in line with faculty needs
Essential Requirements
Previous administrative experience essential
Experience in similar role preferential but not essential
Excellent IT skills
Established organisational skills with the ability to prioritise and multi-task
Excellent communication skills
Some legal knowledge would be preferred but not essential
This job description is not to be regarded as exclusive or exhaustive.
It is intended as an outline of proposed areas of activity and may be amended in the light of the changing environment within the Faculty and the College.
Griffith College is an equal opportunities employer.
Candidates must be eligible to work full-time for any employer in Ireland.
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