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 Universityu2019s 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.

Desired Candidate Profile

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.