Administrative Officer (Permanent) - Department of Music
Maynooth University is committed to a strategy in which the primary University goals of excellent research and scholarship and outstanding education are interlinked and equally valued. The role of Administrative Officer encompasses the broad range of activities associated with a busy and thriving academic department. Reporting directly to the Head of Department, the successful candidate will lead and manage the Department’s administration, including direct supervision of two part-time Executive Assistants and management of a full-time Technical Officer.
This role will involve the provision of high-level administrative service to twelve full-time teaching staff, occasional staff, undergraduate and postgraduate students, postdoctoral researchers and peripatetic teachers. The role covers interaction with other University units, external institutions, services and providers and guest tutors and researchers.
Administrative and other duties:
• Providing administrative support to the Head of Department where appropriate and managing the Department’s administrative and technical team;
• Liaising with the Department administrative team to organise and coordinate the instrumental teaching schedule of peripatetic teachers; sourcing, contacting and compiling database of instrumental tutors; induction of new tutors; responding to tutor queries; organisation of payment; monitoring activity of the designated business unit for instrumental fees throughout the academic year;
• Contributing to planning and coordination of University events, including weekly lunchtime concerts, annual Carol Services and annual Choral Society Concert;
• Assisting in the management of academic and instrumental timetables associated with the Music Department and liaising with Academic Departments, Registry, Student Records and Examination Units;
• Managing the Music Department’s budget planning and allocation in consultation with the Music Department Head of Department; assisting with the preparation of financial reports and budgets for the Music Department’s recurrent and research Business Units; payments to occasional staff; procurement; maintaining budget forecasts;
• Planning and organisation of entrance tests and results in restricted entry courses;
• Occasional reception duties, including answering phones, taking messages and responding to enquiries from prospective students and members of the public;
• Managing ITS and Exam Upload systems in partnership with the Department Technical Officer; processing of results; overseeing extenuating circumstances/medical certificate/Access Reports
• Supervision of booking system for rehearsal/lecture rooms;
• Assisting the Head of Department with office allocation, common area management and the management of the Music Department’s facilities;
• Liaising with Timetabling and Conference and Accommodation units;
• Updating and proofing University material relevant to the Department, including Admissions Office, University Calendar, Module Descriptors, and University information systems;
• Contributing to public relations (advertising & marketing of annual events, including ensemble concerts, weekly lunchtime concerts and research seminar programme); organising recital rehearsal schedules for students and visiting recitalists;
• Participating in on-going training and development, and workshops as opportunities arise.