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Purpose:
The purpose of this role is to provide support in the areas of Timetabling, Attendance and Virtual Learning Environment (VLE) in the Academic Operations (AO) team for the School of Medicine.
Reports to:Â
This position will report, for line management purposes, to the AO Campus Operations Team Leader / Manager
Timetabling:
• Set up/revise all timetabling parameters in the timetabling system
• Gather all timetabling requirements from the Academic Staff and AO Coordinators
• Create timetables for all student groups, optimising student experience, room utilisation and staff allocation
• Produce regular and ad hoc reports on student, staff and room allocations
• Upload all timetabling details to the VLE
• Publish all timetables via the VLE
• Maintain procedural documentation and update associated document sharing platforms and stakeholders
Attendance:
• Ensure timetables are set up in the University’s Attendance System, and support students in the use of the Attendance System
• Produce attendance reports for the Academic Staff and AO Department as required
• Liaise with the AO Academic Systems department and/or the ICT department regarding any issues related to the attendance system.
Virtual Learning Environment (VLE):
• Creation of new VLE user ids
• Annual upload of class information to VLE
• Creation of student groups within classes
• Annual archive and roll over of courses, as required
• Upload of documents to general areas
Main working relationships:
• Participate in regular team meetings, contribute input, provide comprehensive updates on programme.
• Develop strong relationships with other RCSI sites and internal departments, guaranteeing deliverables are met by ensuring the relationships are maintained and goals are achieved with a student centred focus.
• Maintain strong working relationships with Year directors and other key internal stakeholders, including regular communication to understand where priorities align/might differ. Arrange regular meetings with Year directors and/or AO Campus Operations Team Leader / Manager to ensure goals are aligned throughout the year
• Provide training, guidance and support to Junior Coordinators during their development and throughout.
• Develop and maintain strong communication with clinical coordinators to ensure effective operations of hospital teaching and assessment.
Requirements
Education Requirements:
• Bachelor's degree, preferably in: Business Administration, Education, Higher Education Management , Public Administration, Management or related field.
• Relevant professional certifications in project management, quality assurance, or administration may be advantageous.
Core Skills:
1 Administrative & Operational Skills:
• Academic administration and coordination
• Policy and procedure implementation
• Timetable and scheduling management
• Records and data management
• Process improvement and workflow optimisation
• Resource planning and coordination
• Document control and compliance management
2 Communication & Interpersonal Skill:
• Excellent written and verbal communication
• Stakeholder engagement
• Relationship management
• Customer service and student support
• Meeting coordination and minute-taking
• Cross-functional collaboration
3 Organisational Skills:
• Strong attention to detail
• Time management
• Prioritisation of competing tasks
• Event and meeting coordination
• Problem-solving and decision-making
4 Technical Skills:
• Microsoft Office Suite (particularly Excel, Word, PowerPoint)
• Learning Management Systems (e.g., Moodle, Blackboard, Canvas)
• Database management and reporting
• Data analysis and reporting tools
5 Governance & Compliance:
• Understanding of academic regulations and policies
• Quality assurance processes
• Confidentiality and data protection compliance
6 Desirable Experience:
• Experience working within a university or higher education environment.
• Coordination of academic committees and governance activities.
• Managing academic calendars, examinations, or student records.
• Project coordination and implementation of academic initiatives.
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