Purpose of Position: The Executive Assistant for Student Registry & Registrar will provide administrative support to both the Director of Student Registry Services and the College's Registrar.
Reporting to: Director of Student Registry Services and Registrar Key Relationships: Registrar Director of Student Registry Services President Vice President Student Hub team Deans of Schools, Vice Deans of Schools Programme Directors Academic staff Students Quality Assurance Key Responsibilities: Registrar's Office Ensure the Academic Integrity and complaints procedures are maintained and executed to both students and staff.
Communicate the outcomes of the Academic Integrity Committee and Appeals Committees with students in a professional manner and engage with students on an ongoing basis.
Compiling and distributing the decisions from the Academic Integrity and Appeal Committees.
The gathering, production and dissemination of minutes from meetings and committees of Academic Council.
Maintain minutes of meetings and committees in line with the College's data protection and retention policy.
Co-ordination of the quality assurance process with the Registrar's Office to ensure all follow up and minutes from the committee meetings are actioned.
Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
Draft reports to external bodies such as the Ombudsman office.
Record, track and process expenses in relation to Student Registry Department and the Registrar's Office, providing statistical overview where necessary.
Supports the implementation of academic policies and regulations.
Co-ordination and distribution of college surveys.
Assist the Registrar in all correspondence relating to external education bodies; QQI, HEA, Department of Education and Skills etc.
Schedule meetings and appointments and effectively manage the diaries of the Registrar and Director of Student Registry Services.
Proof reading reports - formatting, editing, checking grammar, layout, etc.
Compiling PowerPoint presentations.
Student Registry Assist the Director of Student Registry Services in planning and anticipating all aspects of multiple Graduation Ceremonies throughout the year.
Communication with graduands in relation to upcoming Graduation Ceremonies.
Maintain and monitor systems used specifically in the Graduation process i.e.
Event Brite.
Provide ongoing reports in relation to attendance and work with the Director of Student Registry Services to forecast attendance at ceremonies.
Liaise with vendors and stakeholders as part of the Graduation process to agree service arrangements.
Create POs and raise payments for Graduation ceremonies while remaining cognisant of budget considerations.
Maintain the College's Graduation inbox ensuring all queries are dealt with promptly.
Responsible for all general student correspondence to the Student Registry and Registrar's Office department by email or post, ensuring that queries are answered within agreed timeframes, appropriate solutions provided or queries escalated to relevant departments where necessary.
Recording staff details such as timesheets, annual leave data, etc.
Assisting in the orientation and registration of students.
Additional Responsibilities as part of the Student Registry Team cover of the Student Hub Desk department.
Such other activities as may be required to support the Student Registry Department.
Key Attributes: Excellent proof reading and document management skills.
Experience of using MS Word to a high level and of compiling PowerPoint presentations.
Good knowledge of Excel - able to do formulae.
Ability to treat sensitive information with discretion and confidentiality.
Adept at multi-tasking.
Have a professional manner when dealing with both staff and students.
Flexibility - During the academic year, some Saturdays and evenings will need to be worked based on a rota system.
Contract: Permanent Salary: €31,059 - €43,485 (Administrator Salary Band) Annual Leave: 24 Days per annum pro rata Hours: Full time 35 hours per week Application Process: To apply, please e-mail your cover letter and CV both in PDF format ONLY, quoting reference number: NCI 1001 to: by 5:00 pm, 20th June 2025.
Note: The functions and responsibilities assigned to the Executive Assistant - Student Registry Services & Registrar are based on the current stated role and objectives of the College.
These functions and responsibilities may alter in line with any change in the role and objectives of the College.
# The successful applicant will be subject to Garda Vetting and must not have any convictions under the Sex Offenders Act 2001.
The Importance of Confidentiality We would like to assure you that protecting confidentiality is our number one priority.
You can expect that all enquires, applications and all aspects of the proceedings are treated as strictly confidential and are not disclosed to anyone, outside those directly involved in that aspect of the process.