Job Overview
We are seeking a seasoned Administrative Professional to join our team on a temporary basis. As a key member of our administrative staff, you will be responsible for managing high-volume financial transactions, coordinating complex programs, and providing exceptional support to scholars, supervisors, and colleagues.
Key Responsibilities
* Liaise with scholars, supervisors, higher education institutions, and colleagues as the primary administrative contact for the program.
* Manage all data via Smart Simple, including set-up of new scholars, regular updates, and process monitoring.
* Coordinate the annual call for proposals: manage reviewer communications, support supervisors, and prepare reports for assessment panels.
* Implement ongoing improvements to Smart Simple to enhance system efficiency and usability.
* Process scholar requests related to extensions, terminations, upgrades, and leave.
* Ensure accurate data collection for completed scholarships by engaging with supervisors.
* Delegate and support tasks within the program team, including line management responsibilities for junior administrators.
* Administer monthly stipend and fee payments, ensuring accuracy and adherence to deadlines.
* Assist in compiling the annual budget, monitor budget outturns, and support variance analysis.
* Handle reimbursements for non-EU scholars and liaise with finance teams at HEIs to resolve queries.
* Respond to internal and external audit queries, ensuring compliance with financial regulations and program policies.
* Coordinate the annual scholar progress reporting process and compile institution-wide reports for senior management.
* Provide direct support to scholars on financial processes, program expectations, and administrative procedures.
Requirements
To be successful in this role, you will need:
* A Level 8 degree in business or a related discipline (or equivalent experience).
* Proven experience in administration with budgetary and program oversight.
* Proficiency in MS Office, and ideally, Smart Simple or similar grant systems.
* Strong attention to detail, problem-solving skills, and communication abilities.
* The ability to manage multiple priorities under tight deadlines.
Benefits
This is a fantastic opportunity to contribute to a meaningful program that supports Ireland's future in agri-food research and development. You will have the chance to work in a busy, impactful environment and bring your top-tier organizational skills to the table.
You will be part of a dynamic team that values quality customer service and strives to deliver excellent results. If you thrive in a fast-paced environment and are passionate about administration, we encourage you to apply.