**Job Title:** Administrative Support Professional
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About the Role:
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* The Executive Assistant for Student Registry and Registrar provides 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
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Main Responsibilities:
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* 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 committee meetings are actioned.
* Read and analyze 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.
* Proofreading reports - formatting, editing, checking grammar, layout, etc.
* Compiling PowerPoint presentations.
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Graduation Ceremonies:
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* 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 cognizant of budget considerations.
* Maintain the College's Graduation inbox ensuring all queries are dealt with promptly.
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Student Registry:
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* 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.
* Additionally responsible for covering the Student Hub Desk department.
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Key Attributes:
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* Excellent proofreading 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.
* Able to treat sensitive information with discretion and confidentiality.
* Adept at multi-tasking.
* Have a professional manner when dealing with both staff and students.
* Flexible - During the academic year, some Saturdays and evenings will need to be worked based on a rota system.
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Benefits:
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* Pension Scheme
* Annual Leave: 24 Days per annum pro rata
* Hours: Full-time 35 hours per week