Course Administrator (Maternity Cover)

Job Title:                   Course Administrator

Reporting to:            Head of Faculty

Location:                    Griffith College Dublin

Job Type:                  Full-Time / Fixed-Term (Maternity Cover)

Job Responsibilities:

Dealing with the administration related to part-time instrumental and drama tuition within the school.  This involves liaising with different tutors of each discipline and covering a range of tasks including:

Students

• Referring students to teachers once applications are received, dealing with registration, and billing once students have been accepted.
• Dealing with all student queries and application queries.
• Keeping paper files and Scholar files updated.
• Ensuring students are registered for the correct subjects and correct teachers.
• Ensuring the current student list is always up to date.
• Administration related to Evening and Online Diploma and CMPG courses, registration, attendance sheets, workshop attendance, timetables, room booking.

Tutors

• Devising and updating all tutors’ timetables and student lists.
• Room booking when additional rooms are required.
• Consulting tutors regarding updating of syllabuses, ordering books from the library requested by tutors.
• Dealing with general tutor queries about procedures.

Examinations

• Assisting in the administration of external and internal exams.
• Inputting of exam application forms and results.
• Printing report cards, invoices and certificates.

Accounts

• Tuition Fees – liaising with teachers re: rates, term fees etc.
• Distribution of invoices and payment details to all students and follow-up on payments received.
• Tutors’ payroll twice per term – allocation of student payments and calculation of tutors and school’s percentage of total fees.
• Examiners expenses – calculating mileage and expenses as well as verifying examining hours from their schedules.
• Part-time employee payment processing.
• Part-time lecturer payment processing for Diploma courses.
• Cheque requests processed for workshops, concerts etc.
• Manual sales and invoicing for music books.
• Sending accounts payable invoices for suppliers, marketing etc. to accounts.
• Raising purchase orders where necessary.
• Delivering pay forms to accounts once verified.

Print Room.

• Liaising with the print room staff and tutors regarding photocopying requirements.

Information Services Dept

• Liaising with IT Services to generate tutor passwords for the computers etc.

Maintenance

• Informing maintenance of any general maintenance work to be done.
• Liaising with them regarding special requirements for a classes / workshops (e.g. the movement of seating for concerts, exams etc.).

General

• Producing and distributing college ID cards for part time Diploma students.
• Supplying faculty information to other departments as required e.g. Graduation office.
• Miscellaneous mail merges to lecturers and students.
• Booking rooms using CMIS.
• Ordering stationery.
• Updating noticeboards, social media.

Projects

• Ad hoc project work will be required as part of the role.

Experience  required

• Computer literate in Word and Excel.
• Familiar with using database and/or other administrative packages.
• Proven organizational abilities.
• Able to take direction.
• Capable of taking initiative for certain areas and working independently.
• Appropriate interpersonal skills to manage information relating to students and staff in a sensitive and professional manner.

About Griffith College

Griffith College is Ireland’s largest independent third level institution with locations in Dublin, Cork and Limerick. The College was established in 1974 and is celebrating its 50th Anniversary this year with “GC50”, a series of events and activities celebrating our history and looking forward to the future. The main campus is situated on seven acres within a mile of St. Stephen’s Green on Dublin’s South Circular Road. Griffith College enjoys national and a growing international reputation for student success. The College has gained an enviable, award winning reputation for providing students with first class lectures and excellent study material. Griffith College offers internationally recognised postgraduate and undergraduate degree programmes, complimented by a wide range of professional, short term and corporate training educational solutions – in Griffith college, there is something for everyone. Today there are over 7,000 students studying in the College, which is a designated educational institute of the Quality and Qualifications Ireland (QQI). Click the link for more information.  http://www.griffith.ie/

Our Vision

To be recognised among the leading, innovative and socially enterprising of Ireland’s universities”

Why work for Griffith College?

• Competitive salary package.
• Access to health cash plan for self  and family through salary sacrifice
• Bike to work scheme.

• Opportunity for continued training development and support.

• Free parking facilities.*
• Onsite subsidised restaurant.*
• Stunning historical premises.
• Vibrant multidisciplinary and multicultural learning environment.

• Innovative and agile place to work.

• Welcoming environment committed to learner and staff development.
• *Dublin campus on South Circular Road.

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline of proposed areas of activity and will 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.