Senior Academic Administrator Examinations

Job Title: Senior Academic Administrator - Examinations

Reporting to: Head of Academic Administration

Location: Griffith College Dublin South Circular Road

Job Type: Full-Time / Permanent

Job Summary:

The Senior Academic Administrator Examinations plays a key leadership role in the planning coordination and delivery of the Colleges examination and assessment operations across all campuses and partner institutions.

The post-holder ensures the secure compliant and efficient management of examination processes in accordance with College policies QQI regulations and academic integrity standards. Working closely with faculty academic administration colleagues and external examiners this role supports the continuous improvement of assessment procedures and systems. The successful candidate will demonstrate strong organisational analytical and communication skills with a commitment to maintaining high academic and administrative standards in a fast-paced environment.

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:

Examinations Management

• Lead the planning scheduling and coordination of all examinations across the Colleges campuses.
• Manage the secure preparation proofing and printing of examination papers ensuring accuracy confidentiality and adherence to regulations.
• Oversee the recruitment training and coordination of invigilators ensuring professional standards and appropriate coverage at all examination sessions.
• Ensure appropriate examination venue arrangements including accessibility and compliance with health and safety requirements.
• Manage the secure collection tracking and return of examination scripts and materials to Faculties.
• Coordinate reasonable accommodations and alternative assessment arrangements for learners with additional needs in collaboration with Learner Services.
• Support the timely organisation and administration of Examination Boards including collation of results verification and issue of documentation.

Governance Quality & Compliance

• Ensure all examination procedures comply with College policies QQI regulations and best practice in assessment administration.
• Maintain up-to-date knowledge of QQI and HEA standards relating to examinations and assessment.
• Assist in the development documentation and review of assessment and examination policies and procedures.
• Support internal and external audits QQI reviews and quality assurance evaluations as required.
• Promote academic integrity and fair practice in assessment through effective process control and staff training.

Systems Reporting & Data Integrity

• Maintain the accuracy security and confidentiality of examination records within the Colleges student information systems.
• Collaborate with the IT department to enhance digital examination systems and workflows (e.g. online exam platforms Better Examinations Themis).
• Produce regular management reports and statistical analyses of examination data for internal committees (APC QAE Management Board) and external bodies (QQI HEA).
• Support process improvements and digital transformation initiatives to increase efficiency and accuracy.

Stakeholder & Committee Engagement

• Liaise with Faculty Heads Programme Directors and Academic Administration teams to coordinate examination schedules and ensure timely communication.
• Provide professional support to key academic committees such as the Academic Programmes Committee (APC) and Examination Boards.
• Represent the Academic Administration Department in relevant internal and external meetings working groups and quality forums.

Leadership & Team Supervision

• Provide leadership and guidance to Examinations Officers and administrative staff ensuring clarity of roles effective teamwork and high service standards.
• Manage performance and development of direct reports including participation in quarterly Performance and Reward Process (PRP) reviews.
• Contribute to the continuous improvement of the Academic Administration Department through proactive problem-solving and knowledge sharing.

Minimum Education / Experience Requirements:

Essential Skills and Experience

• Minimum of three years experience in examinations or assessment administration within a higher education environment.
• Strong knowledge of QQI and other regulatory requirements relating to assessment grading and academic awards.
• Excellent organisational planning and problem-solving skills with strong attention to detail.
• Demonstrated ability to manage confidential materials and information with discretion.
• Excellent communication and interpersonal skills with the ability to work collaboratively across departments.
• Advanced IT literacy including proficiency in MS Office and experience using student information or examinations management systems.
• Ability to work independently meet deadlines and adapt to changing priorities.
• Commitment to accuracy integrity and high professional standards.

Desirable

• Undergraduate qualification (Level 7 or above).
• Experience coordinating examinations across multiple campuses or online delivery modes.
• Familiarity with learning management systems (Moodle Canvas etc.) and digital assessment tools.
• Experience with data reporting for QQI HEA or other external agencies.

Additional Information

• The successful candidate will be required to work additional hours during key examination and results periods.
• Duties may evolve in line with changes to the Colleges academic calendar and strategic development priorities.

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:

Senior IC