Executive Administrator - Cooperative Education & Careers Division

Executive Administrator - Cooperative Education & Careers DivisionThe University of Limerick (UL) with over 16,300 students and 1,700 staff is an energetic and enterprising institution with a proud record of innovation and excellence in education, research and scholarship. The dynamic, entrepreneurial and pioneering values which drive UL’s mission and strategy ensure that we capitalise on local, national and international engagement and connectivity. We are renowned for providing an outstanding student experience and employability and conducting leading edge research. Our commitment is to make a difference by shaping the future through educating and empowering our undergraduate and postgraduate students. UL is situated on a superb riverside campus of over 130 hectares with the River Shannon as a unifying focal point. Outstanding recreational, cultural and sporting facilities further enhance this exceptional learning and research environment.
Please note the full job description is on the University of Limerick Vacancies page which you will be directed to when you apply for the role.
Applications are invited for the following position:
Cooperative Education & Careers Division
Executive Administrator - Multiannual
Salary Scale: €38,545 - €56,204 p.a.
Informal enquiries regarding the post may be directed to:
Ms Noreen Dowd
Cooperative Education Manager
Cooperative Education & Careers Division
University of Limerick
Dr Colm Cunniffe
Cooperative Education Manager
Cooperative Education & Careers Division
University of Limerick
The closing date for receipt of applications is Friday, 6th August 2021.
Applications must be completed online before 12 noon, Irish Standard Time on the closing date.
Please confirm that you are currently eligible to work in Ireland. Applications by candidates who are not eligible to work in Ireland will not be processed.
Please note your application must include:
A letter of introduction indicating how you meet the criteria outlined in the job description.
A completed online application form (separate application forms must be submitted for each post applied for).
Please email if you experience any difficulties
1. Job Purpose
The Cooperative Education & Careers Division (CECD) is responsible for the management, development and promotion of the Cooperative Education, Careers and Employability Programmes at the University of Limerick. The University of Limerick has the largest Cooperative Education Programme nationally (2,700+ annually) and the post holder will be required to manage a service model that is fit for purpose in promoting CECD’s agenda in this regard. The post holder will have oversight and full accountability for operational leadership in the delivery of a large scale accredited Cooperative Education Programme. The post holder will represent the Division on committees and working groups as deemed appropriate by the direct line manager. The post holder will take a lead on continuous improvement and quality initiatives and training needs across all administrative functions. The post holder will build administrative capacity to support the current and future programme needs in line with the University’s projected growth in student numbers.
2. Key Accountabilities
The post holder will have oversight and full accountability for operational leadership in the delivery of a service model necessary to support a large scale accredited Cooperative Education Programme. This service model supports three concurrent phases (preparation, placement, evaluation) of the Cooperative Education programme that extends to 2300 students across 60 undergraduate programmes per academic year. The post holder is accountable to monitor progress against agreed targets in planning and coordinating CECD’s administrative functions. At all points of this service model, the post holder engages and responds to the Division’s key stakeholders, including students, employers, Faculty and internal departments.
Responsible to ensure that the overall administrative practices adhere to the Division’s commitment to operational excellence, data driven decision making and quality ethos.Provide leadership to a team of administrators in the delivery of key processes within the Cooperative Education service model.Chairs weekly process management meetings to map and monitor progress against performance targets across all critical administrative functions.Responsible for implementation of the QMS as it applies to key service processes. This includes quality, audit documentation control and CI practices.Responsible for implementing the communication strategy as it applies to the programme service model including branding, sequencing, timing, ensuring consistency and clarity of message.Identifies and takes ownership to resolve any issues that may impact overall or any aspect of the programme service model.Collate and provide statistical reports on service KPIs as required.Produce and deliver comparative annual KPI reports on trends in the undergraduate placement market.Responsible for quantitative and qualitative analysis of placement trends including Work Integrated Learning (WIL) learner analytics and stakeholder feedback.Analyse and present results on a suite of CECD surveys including learning outcomes, final employer evaluation, and post Coop survey.Presenting programme outcomes to CECD management and key faculty groups.Providing the team with formal and informal training; supporting new staff induction and on boarding. Developing training plans based on business processes and engage in training needs analysis.Placement caseload element to reflect divisional needs of the work allocation model.
Additionally, the post holder will work as part of the CECD team to support administrative activities carried out within CECD. Flexibility regarding the allocation of specific duties will be necessary. Accordingly, the list of duties detailed above is not intended to be exclusive or restrictive.
Functional Skills, Experience & Qualifications
Essential Knowledge
Knowledge of the third level sector.
Desirable Knowledge
Knowledge of large-scale business planning and administration practices.Knowledge of Quality Management Systems, audit and control procedures.Knowledge of analytical methodologies and working with trend and statistical dataKnowledge of project implementation frameworks and user acceptance testing.
Essential Functional/Work-based Skills
Excellent knowledge of Word, PowerPoint, Excel, MS Teams and Office 365.Evidence of high levels of accuracy and attention to detail.Excellent organisational skills, ability to handle multiple tasks and plan work, meet deadlines and influence effective and inclusive teamwork across administrative functions.Strong time management and work planning and problem-solving skills.Excellent written and verbal and presentation communication skills.
Desirable Functional/Work-based Skills
Excellent knowledge of a variety of business information systems and analytical tools.Excellent knowledge of databases (SI), reporting and power BI, SharePoint, survey systems (Qualtrics).
Essential Experience
2 years’ experience in a similar environment.
Desirable Experience
Experience of interacting and building relationships with internal and external stakeholders.Experience of working in a high-volume, results-driven environment.
Essential Qualifications
Primary degree or substantial acquired experience in a third level environment.
System Administration Project Administration higher education Excellent customer service Management Reporting Excel Advanced Quality Assurance

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