Academic Administrator

Job Title: Academic Administrator

Reporting to: Head of Academic Administration

Location: Griffith College Dublin South Circular Road

Job Type: Full-Time / Permanent

Job Summary:

The Academic Administrator will play a key role within the Academic Administration Department supporting the Head of Academic Administration with the coordination of academic and faculty administration processes across all campuses. The role involves maintaining the integrity of student records supporting examinations and graduation operations and ensuring compliance with institutional and external requirements. The post-holder will liaise closely with HAA students faculty staff and other administrative departments to deliver efficient and student-focused academic services.

This job description is indicative of the tasks anticipated and may evolve over time in response to the Colleges needs and academic calendar.

Job Responsibilities:

The role encompasses a range of duties designed to support the overall function efficiency and service delivery of the Academic Administration Department as well as other related academic processes as required such as:

Admissions

• Maintain the accuracy integrity and security of all applicants data.
• Monitor intakes application statuses and stats as per reports produced by Admissions Team.
• Maintain relationships with key members of staff such as QAE Faculty Heads Programme Directors Springboard office Marketing Officers.
• Assist on projects related to the functioning of Admissions.

Registration

• Maintain the accuracy integrity and security of all student registration and academic records in accordance with GDPR and QQI requirements.
• Manage and monitor online registration processes and academic rollover in line with the academic calendar.
• Collaborate with IT and relevant departments to optimise registration software and system performance.
• Oversee updates to student records (personal academic and programme-related) and ensure timely communication of changes.
• Prepare and submit statistical and regulatory reports to internal and external stakeholders (HEA QQI Department of Social Protection etc.).
• Develop and review procedures to ensure compliance and consistency across all registration functions.
• Assist in student induction and orientation activities.
• Respond to registration queries from students and staff providing high-quality customer service.

Examinations

• Assist in the secure preparation proofreading and distribution of examination papers.
• Support the scheduling and management of invigilators and examination venues.
• Prepare seating plans attendance sheets and related documentation.
• Coordinate reasonable accommodations and special arrangements for students with additional needs.
• Support secure handling tracking and return of examination scripts to faculty administrators.
• Contribute to the development of examination procedures and ensure adherence to academic integrity standards.

Graduation

• Assist in coordinating the full cycle of graduation ceremonies from preparation to post-event reporting.
• Compile and verify lists of eligible graduates in coordination with faculties and validating bodies.
• Support the production of graduation schedules booklets prize lists and diploma supplements.
• Liaise with the Events Team suppliers and academic staff to ensure smooth and professional ceremonies.
• Provide on-site operational support during graduation events ensuring compliance with safety and event standards.

Governance and Compliance

• Ensure all academic administrative processes align with internal governance structures and external regulatory requirements.
• Adhere to institutional policies on data protection confidentiality and academic integrity.
• Contribute to audits quality reviews report building and continuous improvement initiatives within Academic Administration.

Minimum Education / Experience Requirements:

Essential Skills and Attributes

• Excellent interpersonal and written communication skills.
• Strong organisational and time-management abilities with the capacity to manage competing priorities.
• High attention to detail and accuracy in data management.
• Proven ability to work both independently and collaboratively within a team.
• Strong IT literacy including proficiency in MS Office and experience with student information systems.
• Demonstrated discretion confidentiality and professionalism in handling sensitive information.
• Customer-focused approach and commitment to continuous improvement.

Desirable

• Experience in a higher education administrative environment.
• Familiarity with QQI or other academic regulatory frameworks.
• Understanding of data reporting requirements for HEA or similar bodies.

About Griffith College

Griffith College is Irelands largest independent third level institution with locations in Dublin Cork and Limerick. The main campus is situated on seven acres within a mile of St. Stephens Green on Dublins 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 7000 students studying in the College which is a designated educational institute of the Quality and Qualifications Ireland (QQI). Click the link for more information. Vision

To be recognised among the leading innovative and socially enterprising of Irelands 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.*
• Onsite Gym.
• 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.

Required Experience:

Manager