Academic Administrator

Job Title:

Academic Administrator

Department:

IR0016 Academic Operations

Reporting to:

Academic Operations Team Manager

Job Title:
Academic Administrator
Reports to:
Academic Operations Team Manager
 

Job Summary
To provide administration across Academic Operations, liaising with the Registrar’s Office, Examinations Office, Admissions Office, Student Experience, and Finance department, in accordance with the demands of the academic calendar. 
The Academic Administrator will be deployed across the department in response to demand and will undertake a range of tasks.
 

Key Responsibilities

• Act as Programme Coordinator for cohorts of a specific suite of programmes established by the Academic Operations Team Manager, noting the possibility of incremental or decremental changes to the suite of programmes  as per business’ needs and priorities.

• Deputise for other Programme Coordinators in their absence.

• Perform start of term activities to ensure enrollments and timetables are correct and available to students in time, including, but not limited to: printing student cards, assigning students to their correct groups, updating enrollments in the Student Information System, auditing students’ timetables and enrollments, adding correct elective modules when applicable.

• Maintain the accuracy of students’ records during term, updating them in view of deferrals, withdrawals, attendance, approved mitigating circumstances, particular requests, or related requests for  documentation.

• Correspond with students to guide and inform them of any changes, keep their academic status updated and respond to their queries. 

• Carry out end of cycle activities, including, but not limited to, re-enrollments, progression of students in the Student Information System, electronically or physically sending relevant documents to correct stakeholders.

• Abide by processes and procedures defined in DBS’s Quality Assurance Handbook and internal policies and SOPs.

• Actively participate, provide solutions and follow up on actions leading to and arising from Exam Boards, aiming to have learners’ records updated for completion of duties and consequential progression of students. 

• According to the department’s procedures, provide learners and alumni with documentation pertaining to their programmes, module descriptors, transcripts of results,  letters for external stakeholders, Accreditation packs.

• Serve as one of the main points of contact for learners’ inquiries via numerous channels (Chat, Telephone, Ticket System, Emails, Service Desk- Reception), ensuring assistance is accurate and timely, while providing a positive experience to our students.

• Participate in cross-departmental events in the college, such as Inductions, Open Evenings, Student Council Meetings.

• Participate and take minutes, whenever needed, in administrative and academic meetings, including, but not limited to, Class Representative meetings and Programme Boards.

• Support the management and execution of Graduation Ceremonies.

• Assist in the introduction of new systems.

• Collect fees from students via phone calls, emails, letters, and, whenever needed, meetings in person advising students of amounts due and consequences of not meeting payment deadlines.

• Applying and removing holds on student accounts as per guidance from Academic Operations Team Manager and/ or Head of Academic Operations, mainly financial and academically related.

• Any other duties commensurate with the post as determined from time to time in accordance with the business needs.

Culture

• Contribute to a culture of innovation, collaboration, inclusivity, and mutual respect across the team and the College;

• Work proactively and cooperatively with colleagues across departments to achieve shared goals;

• Demonstrate professionalism, approachability, and collegiality in all interactions;

• Communicate openly and constructively, supporting a positive and solutions-focused team environment;

• Uphold the organisation’s values in all internal and external activities;

• Take initiative in personal and professional development, and acknowledge and support the contributions of others.

Job Requirements (Essential Criteria)

• Communication: Excellent communication skills and knowledge of English language, both verbal and written. 

• Customer Service: empathy, ability to interact with others, adaptability.

• Digital Literacy: knowledge of Google Suite, Zoom, Excel, and ability to learn new technologies.

• Teamwork: able to work collaboratively with colleagues.

Personal Requirements (Desirable Qualities)

• A second language apart from English.

• Educated to a bachelor level.

• Previous experience in Higher Education in Ireland.

• Knowledge of Salesforce.

Pay & Benefits

The salary for this role is DOE.

• Free Internal Courses;

• Discounted Fees for Family Members;

• Life Assurance & Disabilities Cover;

• Sports & Social;

• Employee Assistance Programme;

• Employee Discount Scheme; 

• Paid sick leave;

• Death-In-Service Benefit.

This job description is a guide to the work the post holders will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the post-holders and their manager will review the job description regularly.

Position Type:

Full time

Contract Type:

Regular

Pay Frequency:

Annual

Location:

Dublin, Ireland

Job Functional Area:

Operations

All appointments are subject to providing proof of eligibility to work in Ireland on full time basis (upon being invited to interview). Please refer to our privacy policy here: DBS Privacy Notice for Candidates.

This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the post-holder and their manager.

DBS is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process, please contact us directly.