Administrative Assistant

Main Purpose of Job

University of Galway is committed to sustainability at an institutional level on multiple levels  

·       The University of Galway Sustainability Strategy 2021-2025 sets out our vision and commitment to lead the implementation of sustainability across the campus and beyond, by embedding sustainability in our culture, operational policies and governance structures and empowering our communities to be champions of sustainability.  

·       The vision is anchored in the University of Galway Strategic Plan 2020-2025 to lead the transition to a sustainable future on our campus, in our city and region and around the world.  

·       Through the University of Galway Climate Action and Sustainability Policy we have committed to: (i) embed the United Nations (UN) Sustainable Development Goals (SDGs) into all our major efforts in education, research, leadership, operations, administrative and engagement activities and (ii) embed carbon management into all University operations and processes with a view to achieving net zero greenhouse gas emissions by 2050.    

·       As signatories of the SDG Accord, we have committed to aligning all major efforts with the SDGs, targets and indicators, including through our education, research, leadership, operational and engagement activities.  

This post is a newly created post that will support the Director of Sustainability, and will provide comprehensive and professional administrative support to the newly established Sustainability Office.

Main Duties and Responsibilities

·       Provide comprehensive and professional administrative support to the Sustainability Office, including the Director of Sustainability and the Sustainability Officer.

·       Maintain a high quality customer service when dealing with students, staff, the public and any other stakeholders.

• Manage and develop processes and support any policy or procedure documents relating to the Sustainability office.
• Provide support to CUSP meetings, and any other meetings required e.g. arranging meetings, agendas, minute taking.
• Manage the annual Yearly Progress Report process in conjunction with the Director of Sustainability.
• Liaise with College Office, and Professional Services units in regard to any sustainability actions or initiatives.

·       Contribute to the development and continuous improvement of efficient and effective administrative processes and workflows within the sustainability office.

·       Support the implementation of any action plan for the unit to support the University sustainability flagship goals.

·       Provide financial (Agresso) support for office. Manage purchase orders in line with University Purchasing/Procurement Policy, deal with suppliers and liaise with university accounts offices as appropriate regarding PO/Invoice/Payment queries; assist with Agresso supplier set-ups and reports.

·       Review and reconcile budget reports on a regular basis with the Director of Sustainability.

·       Ensure timely response to any queries received in the office.

·       Responsible toco-ordinate any sustainability activities and events, including room booking and catering arrangements.

·       Perform scheduling tasks and provide support with preparing for showcase events, meetings, conferences, travel, or other related duties.

·       Provide support for student internship programmes which includes posting positions, hiring students, overseeing payroll and maintaining records

·       Responsible for preparing information and reports for internal and external meetings.

·       Responsible for preparing and managing timetables/room bookings as required.

·       Assist in the maintenance of the website and publicity and promotion of sustainability activities, including social media activities.

• Contribute to and assist in the development and maintenance of the unit’s SharePoint site, website, publicity, and promotion of the Sustainability office.
• Contribute to the organisation and support of sustainability promotion initiatives

·       Oversee management of physical resources, examples include stationery and other consumables.

·       Liaise with relevant offices within the University to achieve administrative duties.

It is likely that additional duties and responsibilities will emerge over time in line with the natural development of the role and the appointee will be expected to have a flexible approach in this regard.

Special Features of Job

The holder of this post will meet the following criteria:

Essential

·       Pass in 5 subjects at Leaving Certificate level (or equivalent) or a recognised post Leaving Certificate administrative/office technology qualification.

·       Written and Oral competence in Irish at B2 level on the Common European Framework of Reference for Language Learning (enclosed). Applicants, who have not previously satisfied this criterion on recruitment to their post, will be required to complete an Irish assessment.

·       Satisfactory relevant employment experience which demonstrates a high level of administrative support in a demanding office environment.

·       Excellent IT skills with proficiency in the Microsoft Office suite and the University content management system (T4 Site Manager).

·       Strong ability to manage, organise, interpret and report information.

·       Excellent interpersonal and communication skills

·       Expert knowledge of University systems for example Agresso and T4

·       Demonstrated ability to work on own initiative, including planning and organising own workload in an effective manner.

·       Evidence of working collaboratively with internal and external stakeholders

Desirable

·       Previous experience in the area of sustainability

The above criteria will be utilised to shortlist and select candidates for interview.

Salary: €39,321 - €55,280 per year

This appointment will be made on the Grade 3 scale in line with current Government pay policy.