Commercial Centre Administrator

Tyndall National Institute
February 17, 2023
Offerd Salary:€34,982- €49,543
Working address:N/A
Contract Type:Fixed Term
Working Time:Full time
Working type:N/A
Ref info:N/A

PSMY-7 Commercial Centre Administrator

Contract: Full Time/Fixed Term

The Centre Administrator is an integrated team member in Tyndall's Commercial Centre, supporting the Commercial Director and commercial staff across a range of administrative activities in the day to day management of the centre. This will involve working closely with the team members to ensure that the centre operates effectively and delivers on its objectives. The Centre Administrator will also support the development and implementation of effective financial, budgetary, quality, client engagement and marketing processes which are key to our success.

As the Institute grows and changes it organisation to meet its objectives this role will require the Commercial Centre Administrator to support the administration needs of the IERC Research Centre as a subset of the responsibilities below.

Key responsibilities

  • Efficiently manage all aspects of administration for the centre on a day- to-day basis.
  • Support all administrative needs of the commercial centre team.
  • Support the Head of Centre in the development and management of appropriate administrative structures and procedures.
  • Support the Commercial Director, Business Development and Marketing teams with centre KPI reporting.
  • Deal with complex and non-routine queries from staff and external contacts where relevant.
  • Organisation of, and full participation in team meetings with accurate minute taking and coordination of follow up actions.
  • Support the Marketing and Communications team in the development of marketing materials, communications and related activities.
  • Maintain an awareness of the commercial activities of the centre, from client engagement to marketing and out-reach, so as to maximise the effectiveness of the team.
  • Own the administration of the Salesforce CRM, working with the Head of Centre and external service providers to ensure effective implementation and effectiveness of the platform.
  • Manage and provide support for external commitments of the team, including board meetings, conference organisation, external committees and liaison with external clients and stakeholders.
  • Administer all relevant budgetary responsibilities including purchasing and cost controls for the Centre.
  • Define and publish financial updates and analysis as may be required by the centre and other functional units in Tyndall.
  • Provide support for incoming visitors and for related seminars/workshops, including any travel arrangements/accommodation and facilities arrangements as required.
  • Provide support for the centre team's travel arrangements/accommodation and facilities needs.
  • Process all procurement for the centre, including related paperwork.
  • Process expenses claims for the centre team.
  • Liaise with finance and other operational functions as required.
  • Arrange the team's centre meetings and other centre-related activities and provide required support and follow-up.
  • Liaise with the appropriate Tyndall functions concerning quality, security, safety, maintenance and IT.
  • Provide support to the Office of the CEO and other centre administrator positions from time to time as required.
  • Support events organised by Tyndall centrally as required.
  • Develop and manage an efficient tracking and filing system to allow for immediate access and retrieval of all documentation.
  • Ensure strict confidentiality and discretion on all recruitment/budgetary/financial and staffing matters.
  • Ensure adherence to all relevant Tyndall/UCC procedures and policies as required.
  • Ensure all activities are compliant with the Tyndall Quality Management system.
  • Ensure all activities are compliant with the required Health and Safety standards.
  • Undertake other appropriate duties as assigned from time to time by the Commercial Director.
  • Carry out any additional duties as may be reasonably required within the general scope and level of the post.
  • Essential criteria

  • 5 years' experience in a similar role at a similar level.
  • Professional, discreet and confidential in approach at all times with an accommodating and efficient manner.
  • Previous experience in a client-facing, sales or marketing operations environment.
  • Third level qualification in a relevant area.
  • Previous experience of supporting senior executives in a fast moving environment. e.g. diary management, executive reporting, travel planning et al.
  • Previous experience of client-facing CRM, purchasing management systems, purchase order tracking and related documentation.
  • Previous financial administration experience in a challenging role.
  • Concise and effective written communication skills.
  • Digital proficiency and the ability to quickly acquire advanced skills with tools such as the Microsoft Office suite of products (i.e. Word, Excel, PowerPoint, Access, etc.), sales and marketing tools (such as Salesforce CRM, Survey Monkey, Eventbrite et al).
  • Desirable criteria

  • Direct, hands-on experience with the Salesforce CRM platform and other sales & marketing tools (as listed above).
  • Ability to be effective in a collaborative, matrix organisation and influence outcomes from other teams.
  • Excellent organisational, communication and interpersonal skills with an eye for detail. Ability to multi-task and a flexibility and willingness to work additional hours when required.
  • Ability to work on own initiative, both independently and as part of a team.
  • Strong customer service orientation with the ability to work effectively to achieve tight deadlines.
  • Appointment may be made on the SEA Scale B (new entrants) salary scale €34,982- €49,543 per annum. Salary placement on appointment will be in accordance with public sector pay policy.

    Informal enquiries can be made in confidence to Commercial Director Peter Smyth at [email protected]

    Closing date of applications is 17th February, 2023

    Application Instructions

    Step 1 - candidates should apply in confidence by clickinghere to download and complete the application form and indicate the Job Reference PSMY-7

    Step 2 – return the completed application form, together with your CV and motivation letter [email protected]

    Please ensure that your motivation letter, CV and application letter are submitted in pdf format.

    For an information package including full details of the post, selection criteria and application process click here.

    Please note that Garda vetting and/or an international police clearance check may form part of the selection process.

    The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.

    Please note that an appointment to posts advertised will be dependent on University approval, together with the terms of the employment control framework for the higher education sector.

    At this time, Tyndall National Institute does not require the assistance of recruitment agencies.

    Tyndall National Institute at University College, Cork is an Equal Opportunities Employer.

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