Faculty Administrator

Job Title: Faculty Administrator

Reporting to: Head of the Faculty of Law

Location: Griffith College Dublin, South Circular Road

Job Type: Part-time / Permanent (3 days per week)

Job Summary

The Faculty Administrator reports to the Head of Faculty on all issues. The Faculty Administrator will ensure that an excellent service is provided to all those who interact with the Faculty of Law: learners, lecturers, colleagues and external stakeholders alike. The Faculty Administrator must actively participate in the general work of the Faculty of Law as directed by the Head of Faculty.

Job Responsibilities

• Ensure exam submission, assessment and other faculty deadlines are adhered to
• Carry out all necessary administrative tasks as required
• Carry out feedback during week 5/6 of each semester
• Provide a high standard of pastoral care to all learners
• Organise contracts and payment schedules for part time lecturers
• Ensure communication of correct module descriptors and assessment to all lecturing staff and admissions
• Ensure compliance with QQI standards and guidelines
• Work with Programme Directors in the drafting and preparation of timetables
• Take responsibility for the booking of rooms
• Attend Open Evenings as a representative of the Law Faculty during the day/evening or other events as required
• Attend Law Faculty events and assist in the organisation, setting up and running of such events as part of the Clinical Legal Centre; attendance at off-site events will also be required
• Make admissions related phone calls to applicants and meet prospective learners if necessary
• Gather, input and monitor learner attendance
• Manage attendance via the learner attendance app
• Develop a thorough understanding of Scholar, Themis, Moodle, Griffith Attendance App and CMIS
• Maintain learner records and update Themis as required
• Liaise with lecturers regarding the completion of CMS on Themis and grading/feedback on Moodle
• Arrange QA checking of all grades in preparation for exam boards
• Contribute to Exam Board preparation including the scanning and downloading of materials for the external examiners and their provision online
• Contribute to the drafting of the Annual Course Reports as requested
• Contribute to the drafting of validation documents as requested
• Assist in preparation for, attend and contribute to induction sessions with learners, pre semester meetings, course committee meetings, learner rep meetings and weekly faculty meetings
• Engage with Academic Administration regarding exam schedules and timetables
• Manage equivalent courses set up and monitoring
• Assist in ensuring that all learners remain motivated and engaged during the course of the academic year
• Assist in respect Quality Assurance mechanisms required for running all Programmes
• Liaise with learners and relevant services regarding Learner Exam Assistance
• Assist in the preparation of manuals and materials
• Manage Moodle page set up when required
• Assist with the progression of academic misconduct hearings
• Contribute to the Faculty marketing strategy
• Monitor the Moodle pages to ensure efficient release of materials and management by lecturers
• Work as part of the Law Faculty team and undertake any tasks / duties as assigned to you by the Head of Faculty
• Provide exam invigilation services as requested
• Contribute to the running of graduation
• Answer learner questions related to any programme
• Resolve technical or connectivity issues or pass to IT Services for specific issues
• Encourage, motivate learners and maintain required records
• Arrange all ad hoc room bookings
• Draft learner letters
• Draft alumni/graduate letters
• Ordering stationary
• Monitor learner extensions, deferrals and non submission
• Accept responsibility for the retention and filing of all relevant documentation
• Monitor rescheduled and cancelled classes and facilitate the rescheduling of the same
• Advise learners in a prompt manner of any class re scheduling
• Raising purchase orders
• Assist with the day to day running of the Professional Law courses, as required
• Assist with the day to day running of the blended learning undergraduate programmes as required
• Actively contribute to the running of the Clinical Legal Centre and take responsibility for a number of activities within the Clinical Legal Centre
• Assist in preparations for, and the running of, the Law Faculty, Law Student for a Day and Schools Debating Competition events
• Assist with the day to day running of all/any semester abroad programmes

Hours of Work

• 9 am to 5.30 pm daily
• Tues day, Wed nes day and Thurs day weekly (flexibility required)
• This role is an on campus role
• Additional hours and flexibility in respect to a change of working days will be required in line with faculty needs

Essential Requirements

• Previous administrative experience essential
• Experience in similar role preferential but not essential
• Excellent IT skills
• Established organisational skills with the ability to prioritise and multi task
• Excellent communication skills
• Some legal knowledge would be preferred but not essential

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline of proposed areas of activity and may be amended in the light of the changing environment within the Faculty and the College.

Griffith College is an equal opportunities employer. Candidates must be eligible to work full time for any employer in Ireland.