Title: Senior Faculty Co-Ordinator, Registry Services
Department: Student Academic and Regulatory Affairs
Tenure: Maternity Leave Cover
Location: 123 St Stephens Green, Dublin 2 (Hybrid)
Reporting to: Head of Registry Services or nominee
About the Post
Registry Services is a busy and dynamic team with responsibility for core academic matters including the approval of new programmes and the review of existing programmes within the Faculty of Medicine & Health Sciences. Registry Services is the home of the student record and these records are used to provide academic transcripts, official letters, and verification of documents and degrees to alumni. It is also used for internal and external reporting and statistics. In addition, Registry Services plays an important role in the development, implementation and application of student- facing regulations, procedures and guidelines.
As a Senior Faculty Coordinator within the Registry Services team, you will work closely with the Postgraduate Programme Directors and professional staff to harmonise the approach taken to regulatory matters within the Postgraduate Schools/Departments. Typical duties will range from offering advice in relation to academic standards, to delivering high-level professional administrative support for senior staff committees, improving the management of information, maintaining university policies & procedures and ensuring that the administrative processes for Postgraduate programmes are managed efficiently. The successful candidate will need to have proven experience in change management and in project management; in supporting ambitious growth and embedding a professional services culture in an evolving institution. They will also need clearly demonstrated skills in managing stakeholders and in pushing forward an ambitious academic quality agenda through an integrated approach to effective programme delivery. They will build on the existing successes and strengths of the programmes to maintain and further develop RCSI's international reputation for excellence.
The post would suit an experienced, enthusiastic and self-motivated administrator who has experience of change management in an academic setting, who is seeking to further their career in this stimulating role in higher education. The ability to work independently, managing a busy workload with competing priorities to tight deadlines is essential, as is attention to detail and accuracy. They must have a highly professional approach to work with a willingness to work as part of a team that offers support for colleagues across the institution and possess excellent organisational and communication skills.
In order to provide effective, efficient and professional services it is expected that the successful candidate be flexible in terms of hours of work and will maintain confidentiality, diplomacy and tact regarding internal and external relations.
Key Responsibilities
• Provide high-level professional administrative support to the RCSI Registry Services team with particular responsibility for postgraduate programmes;
• Act as a liaison across postgraduate programmes to ensure consistent implementation and oversight of approved policies and procedures;
• Convene and provide high-level professional administrative support to university committees;
• Attend meetings and represent Registry Services in a professional and courteous manner;
• Update and maintain systems as required;
• Assist with the Student Appeals Processes;
• Identify change projects as appropriate;
• Assist with general university duties when deemed necessary (i.e. Awards Ceremonies, Conferrings etc.);
• Plan the implementation of agreed changes to operational processes as appropriate;
• Develop strong working relationships with internal and external stakeholders;
• Be flexible and responsive to the needs of staff and students;
• Provide additional support and assistance on tasks and projects as directed by management;
• Represent the best interests of Registry Services at all times;
• Undergo programmes of training and development as may be required from time to time;
• Perform such other duties as may be required from time to time.
Knowledge & Experience (Essential)
• Proven track record of delivering within an academic environment;
• Excellent relationship-building and interpersonal skills to maximise individual and team effectiveness;
• Strong communication and presentation skills;
• Excellent report writing, analytical and time management skills;
• High level of accuracy and attention to detail;
• Proficiency with Microsoft Office and in developing and managing databases;
• High degree of independence, flexibility, initiative and commitment;
• Customer focused;
• Excellent interpersonal skills;
• Excellent organisational skills and the ability to demonstrate initiative;
• Proven track record of managing tasks and time;
• Strong problem resolution capabilities;
• Adapt positively to change and respond effectively to changing needs and circumstances;
• Proven track record of solving everyday staff and student issues by quickly identifying possible corrective measures and recommending or selecting the best solution.
Knowledge & Experience (Desirable)
• Familiarity with University Awards, the National Framework of Qualifications and accreditation requirements;
• Previous experience of working with Quercus;
• Previous experience with Project Management Software e.g. MS Project.
We are all too aware that imposter syndrome and the confidence gap can sometimes stop fantastic candidates putting themselves forward, so please do submit an application — we would love to hear from you.
Employee Benefits
At RCSI, we help care for our people so they can focus on our mission to educate, nurture, and discover for the benefit of human health. RCSI make sure you have the resources you need to thrive. We offer a wide range of benefits in areas including time away, finance, community, health, and well-being and insuring your financial future. In addition to our city centre campus and world-class facilities, there are a wide range of excellent benefits available to our employees, including:
• Onsite gym;
• Flexible working arrangements;
• Automatic enrolment to a pension scheme for all employees;
• Life assurance/death in service;
• Long term illness/disability income replacement;
• Free advice on health/motor and home insurance;
• Discounted services, including GP;
• Support for parents and carers;
• Taxsaver commuter tickets and BiketoWork;
• Free eye test at the National Optometry centre;
• Reduced price for parking for all RSCI staff in the St. Stephens green/RCSI car park;
• RCSI's Learning and Development team facilitate and provide training opportunities for all staff;
• Sports and social club;
• Opportunities to volunteer in the community;
• 20 days annual leave plus Privilege days - In addition to your annual leave entitlements and public holidays, RCSI also grants privilege days to our employees (paid time-off during Easter and Christmas periods). We also offer several leave options to support the working lives of our employees: