Administrative Officer

The Role 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. We are seeking an Administrative Officer to work within the Hamilton Institute. The institute encompasses a broad range of activities associated with a vibrant university research institute. Reporting directly to the Director of the Institute, the successful candidate will lead and manage the institute’s administration. This role will involve the provision of high-level administrative service to the Director, to Institute members and the broader research community. It also involves significant input into the development of systems, processes and procedures to support the research mission of both the University and the Institute, particularly the implementation and digital promotion of the Institute’s research support schemes, programmes, events and other activities. The role covers interaction with other research institutes, departments and units within the University. The role is part of a team at the Hamilton Institute that supports a research community and will involve liaising with researchers and scholars at all levels from early career researchers to senior research staff and supporting the Institute Director when needed.

Principal Duties Administrative and other duties: This will include: • Assisting with the preparation of financial reports and audits for the Institute and for hosted research projects, including shadowing accounts for research projects. • Collaborating with the Institute’s Director to manage facilities, including meeting rooms, office spaces and common areas. • Supporting digital communications and dissemination of information relating to research, events, etc. • Liaising with service units inside and outside the university, including the Research Development Office, Finance, Procurement and external research bodies. • Assisting with the management of academic programmes associated with the Institute and liaising with units including academic departments, Registry, Student Records, the Graduate Academy and Examinations Office. • Collaborating in the planning and implementation of the Institute’s activities, including conferences, events, seminars, academic programmes, etc. • Providing appropriate administrative support to the Director and other members of the institute team, including assistance with onboarding new members.

• Providing support for the development and running of the Institute and the implementation of its research strategy. • Developing and maintaining electronic/paper records, spreadsheets and databases at all levels, to produce management information that is accurate, reliable and available for decision making within the institute. • Supporting the administration of research grants including applications, funding, management and reporting requirements. • Overseeing the organisation of visitors, seminars, meetings, conferences, consultations and diary management; supporting budgeting, logistics, reimbursement, etc. • Managing the institute’s budget planning and allocation in consultation with the Institute Director. • Acting as main point of contact of Hamilton Institute. Management of ingoing and outgoing post. Answering queries and ensuring timely follow-up. • Assisting the institute director with long-term strategic planning for the institute, including budgeting and office space planning and decision making.

The ideal candidate will have: Essential • Proven organisational and administrative ability. • Relevant qualifications and/or relevant experience working in third level institution(s); • Demonstrated ability to work under their own initiative. • Excellent time management skills with experience of working to deadlines. • Excellent IT skills, including management of electronic documents and spreadsheets. • Knowledge and experience of the full range of administrative and budgetary skills required for the role. • Strong intrapersonal skills with professional discretion and excellent general communication skills. • Working knowledge of academic-related ICT systems and an ability to work with other units on campus and outside the university. • Familiarity with University, national and international research processes, practices and policies. • Flexiblity in approach to work practices and variable workload.

Desirable • Enthusiasm, initiative and motivation. • Excellent digital literacy. • Experience of Health and Safety. Faculty and Research Institutes The Faculty of Science and Engineering comprises the departments of Biology, Chemistry, Computer Science, Electronic Engineering, Mathematics and Statistics, Physics, Psychology, Sport Science and Nutrition, and the School of Nursing. The role of the Faculty is to co-ordinate the academic activities of individual departments and to oversee the strategic development of departments, and to support interdepartmental and interdisciplinary activities and programmes. The University has also developed interdisciplinary institutes, including the Maynooth University Hamilton Institute, and the National Centre for Geocomputation, to support excellent research and to build research capacity across disciplines.

Department The Hamilton Institute is the university’s pilar research institute that aims to bridge the gap between mathematics, computation and its applications. Founded in 2001 with support from Science Foundation Ireland, the Hamilton Institute has been internationally recognized for its work across data science, communication networks, DNA computing and fundamental mathematics. The Institute’s commitment to real applications work is reflected in its strong industry links. Its commitment to research excellence is reflected in its research output as well as active links with leading international research groups and consistently high ratings in external quality reviews. The Institute has an active international visitor and workshop programme. Major focuses of research activity at the institute currently include DNA and molecular computing, machine learning, data science, probability and statistics, and the mathematics of networks.

The University Maynooth University is a very distinctive university, a collegial institution focused on science and engineering, humanities, and social sciences, and equally committed to research, teaching and community engagement. Located in Ireland’s only university town, its distinctive features and character owe much to its unique history and heritage. It provides a high-quality educational experience to over 15,000 students on a campus with 18th century roots and 21st century dynamism. The strategic trajectory and accomplishments of Maynooth University, in the 25 years since its establishment as an autonomous public university, are exceptional, and a source of great pride to the university community, staff, students and alumni. Maynooth University in 2024 ranked in the top 90 global Times Higher Education (THE) Young University rankings, placing 86th in the world. Maynooth University’s growing global reputation is based on the originality, quality, importance and impact of its research and scholarship, commitment to teaching and learning, the quality of academic programmes, and its leadership in widening participation in higher education. The sources of success are the dedication of its staff and the energy and engagement of its students. Maynooth University is a place of lively contrasts – a modern institution, dynamic, rapidly-growing, research-led and engaged, yet grounded in historic academic strengths and scholarly traditions. With over 15,000 students Maynooth offers a range of programmes at undergraduate, postgraduate and doctoral level in the humanities, science and engineering and social sciences, including business, law and education. The University also offers a range of international programmes and partnerships. Maynooth’s unique collegial culture fosters an interdisciplinary approach to research, which its worldclass academics bring to bear in tackling some of the most fundamental challenges facing society today. The University’s research institutes and centres consolidate and deliver this impact as vibrant communities of learning, discovery and creation. Research at Maynooth also is very much central to its teaching and the University prides itself on placing equal value on its research and teaching missions. Maynooth University’s Values Our values define who we are, what we believe in and how we act as a community. They underpin our future success and guide our expectations of ourselves and each other. Our values apply to everyone in the University community: • Integrity • Collegiality • Responsibility • Freedom of expression • Ambition Maynooth University Strategic Plan 2023 – 2028 The University’s Strategic Plan 2023 - 2028 builds on our rich academic history and strong foundations to set out an ambitious and forward-looking path for the future of our University. This roadmap underscores our commitment to adapt to a changing world while staying true to our values. Our vision is to be a university of excellence, opportunity and impact, having a significant stake in all three. For more information about Maynooth University’s future direction, please visit: https://strategy.maynoothuniversity.ie/ Selection and Appointment • Only shortlisted candidates will be invited to attend for interview; • Candidates invited for interview will be required to make a brief presentation; • Appointments will be approved by the President based on the report of the selection board; • It is anticipated that interviews will be held during the month of May; • The appointment is expected to be effective from as soon as possible thereafter. Terms and Conditions Tenure This is a full-time, permanent post. Salary Administrative Officer II (2025): €45,958 – €65,154 p.a. (9 points) Appointments will be made in accordance with public sector pay provisions. Hours of work A 35-hour working week is in operation in respect of full-time positions (prorated for part-time positions). This can be reviewed or adjusted from time to time through national agreements.

Location

The place of work is the campus of Maynooth University, Maynooth, Co. Kildare.