ENLIGHT Coordinator

1.     Job Advertisement

Applications are invited for an appointment as ENLIGHT Coordinator, Grade 3, 1 FTE, SPC at University of Galway.   

This post is being offered as a specific purpose contract and will terminate by reason of the expiry of its specific purpose.  It is anticipated that the duration of this assignment will be circa 2 years. The role will be based in Galway and University employees are required to be resident in Ireland.

Information on the University's Strategic Plan is available at: Strategy | Straitéis 2020-2025 - University of Galway

For informal enquiries, please contact kim.oflynnKelly@universityofgalway.ie

Salary: €40,850- €57,089 (applicable to new entrants effective from January, 2011) and in accordance with the terms and conditions of the University’s Remuneration policy.

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

Closing date for receipt of applications is 17:00 (Irish Time) on Tuesday 30th July 2024.It will not be possible to consider applications received after the closing date.

Garda vetting may apply.

Appointments will be conditional on work authorisation validation.

Further details are available at www.dbei.ie

For more information and Application Form please see website:

Jobs - University of Galway Applications should be submitted online. Please see further information on how to apply here: E-Recruit - University of Galway and Guidelines for On-line Applications (universityofgalway.ie)

Please note that appointment to posts advertised will be dependent upon University approval, together with the terms of the Employment Control Framework for the higher education sector.

University of Galway is an equal opportunities employer.

1.               Role Relationships

Reporting directly to the Erasmus Executivethe post holder will have specific daily contact with:

·       The Mobility & ENLIGHT teams

·       Director, Global Galway and Global Galway team members

·       Vice President International

·       Colleges: Global team, Vice Deans International, Heads of School, Programme Directors, Study Abroad Coordinators, Academic staff, College and School Administrators

·       Professional Units: Registry, Careers Development Service, ALIVE, Office of Dean of Students (including Student Services), Accommodation Office, Commercial Services, University Solicitor, Registry, Fees, ISS, Graduate Studies, HR, CELT, Alumni and Development Office, Marketing & Communications

·       Student Union, Clubs and Societies

·       External partners: partner universities especially those in ENLIGHT www.ENLIGHT-EU.ORG), International Universities Association (IUA), Higher Education Authority (HEA), Enterprise Ireland, Department of Education & Skills, European Commission, and other international authorities

·                 Visiting students and faculty

The post holder has general contact with:

·                 Academics

·                 Students

1.               Main Purpose of Job

To work with the Global Galway team and support the Mobility and ENLIGHT teams to deliver on the University’s international experience strategies and targets with a particular responsibility for the management of mobilities arising from the ENLIGHT European University Alliance as well as providing general administrative support to the ENLIGHT team. ENLIGHT is a flagship strategic partnership which joins Galway with the universities of Ghent, Bordeaux, the Basque Country, Comenius, Groningen, Göttingen, Tartu, Uppsala and Bern. The postholder will embed appropriate processes for hybrid and short term mobilities coming to and departing from Galway including, for example, applications, registration and onboarding. The role has a dual purpose and also provides general ENLIGHT administrative support. It is envisaged that, in principle and subject to operational needs, the role will provide 0.5 FTE administrative support to the ENLIGHT team and 0.5 FTE support to ENLIGHT mobility function.

You will work closely with colleagues across campus and partners to support the University’s ambition to enable an expanded and diversified programme of internationalisation across campus that touches on the experience of every student and staff member. You will support existing and identify new opportunities, and the piloting and operations related to hybrid and short term mobility programmes for students and staff, and report on the achievement of targets. You will support the Mobility and ENLIGHT teams to drive an expansion of physical mobility and the development of curricular, virtual and co-curricular international experiences and contribute accordingly to changes in partnerships and student support strategies.

The post-holder is expected to be flexible in practice, a good team player and willing to commit to working within a rapidly changing office environment. International travel may be required. This post will provide an exciting opportunity for someone with an international outlook and a commitment to customer service.

Global Galway is a Unit incorporating the current International Office, which delivers operational support to Colleges and Professional Services for international recruitment, mobility and partnerships. This Unit has been grown to enable the delivery of an ambitious internationalisation strategy and to contribute to the transition of University of Galway to a global university. The University wishes to build on its successes to date in expanding its global reach, by significantly increasing the breadth of internationalisation and reaping a far broader set of benefits stemming from internationalisation.

2.               Main Duties and Responsibilities

Hybrid and Short Term Mobility

·       Coordination of inbound and outbound hybrid and short mobility with priority given to those taking place in connection with ENLIGHT activities.

·       Advertising of ENLIGHT opportunities to University of Galway staff and students to ensure that University of Galway maximises involvement.

·       Processing applications for ENLIGHT mobility opportunities for staff and students.

·       Coordination of applications for incoming hybrid and/or short mobility students; receipt and examination of application document; data entry and dissemination; link with program directors; admission letters; organization of registrations and reception; student welcome and attendance to students issues during their time at the University; arrangement for access to campus services as appropriate.

·       Coordination and support of in- and outbound Erasmus+ Blended Intensive Program activity

·       Coordination of outgoing students' application files for hybrid mobility: receipt and examination of documentation, data entry and dissemination, coordination of Erasmus+ grant applications.

·       Input of and interaction with data in internal and external IT platforms including AKARI, Discoverer, Quercus, InPlace, Agresso and EU Erasmus tools.

·       Advise on and administer funding where appropriate.

·       Maintain a suite of materials and online resources that can be relied upon by both staff and students in support of such activity, tailored for ENLIGHT where necessary.

Mobility Support

·       Working closely and collaboratively with the University’s partners, especially ENLIGHT, faculty and colleagues to ensure a smooth and rewarding experience for mobility participants and faculty members responsible for the mobilities.

·       Provide support to academic beneficiaries of the University’s ENLIGHT International Initiative Fund – a seed funding award designed to foster collaborative spirit and international programme development between Galway and ENLIGHT partners.

·       Support for the activities of the Mobility and ENLIGHT offices as required including, but not limited to, the support of in- and outbound students and staff in ENLIGHT.

·       Support for the Mobility offices at peak periods in the area of student admissions, registration, onboarding, exams, transcripts.

·       Design and participate in activities to promote and enhance international mobility generally and particularly promoting mobility offered by ENLIGHT partners.

·       Develop particular expertise in the area of ENLIGHT and its partner network and specialisms.

·       Provide administrative support for ENLIGHT Staff Weeks.

Partnership Relations

·       To develop strong relationships, based on trust and reliability, with external and internal stakeholders, focusing on ENLIGHT.

·       To act as key liaison in communication with and record-keeping related to ENLIGHT mobilities, including representation at ENLIGHT working groups and fora.

·       To support coordination of international mobility partner visits to campus.

Funding

·       To support the sourcing of new funding and assist with grant applications related to mobility for students, faculty and professional staff, including capitalising on funding opportunities from the new Erasmus+ programme and other external bodies.

·       To promote and support mobility opportunities for faculty and professional staff.

Processes and Communications

·       To apply technology solutions to improve mobility processes and supports.

·       To oversee the regular review, improvement and communication of safety and welfare processes and protocols for outbound students, and supports for inbound students and staff, and provide advice for colleges and colleagues on same.

·       To research, innovate and employ the most effective methods of communication with students – e.g. video instructions.

·       To support the Head of Global Mobility and Head of ENLIGHT in the development, monitoring of KPIs and metrics related to the international experience and service provision, and delivery against them.

Other

·       To support the implementation of Global Galway Mobility Workstream recommendations.

·       To provide reports, including regular student mobility reports for various internal and external requirements.

·       To provide a high level of administrative support to the many facets of international experiences envisaged within the scope of Global Galway in particular ENLIGHT initiatives.

·       Responsible for booking travel, internal and external venues for ENLIGHT-related activities in line with University of Galway procurement policies.

·       Raisings purchase order via Agresso as required.

·       Updating the ENLIGHT website with new initiatives and opportunities.

·       To prepare and organise information and reports for internal and external meetings, including ENLIGHT meetings.

·       ENLIGHT project work as/when required and any other duties deemed appropriate by line management.

·       Responsible for event management for ENLIGHT visitors and external regional partners as directed by ENLIGHT team members.

·       To utilise the support of student ambassadors for support and peer-to-peer contact.

·       To support the the ENLIGHT and Mobility teams in constantly improving processes and systems.

·       To contribute to the development of a positive team-working environment across Unit boundaries and maintain a collaborative, positive and supportive team culture.

·       To support and coordinate other elements of general international engagement as required and support other staff members as necessary.

·       Willingness to work out of hours where necessary and undertake international travel.

·       To provide cover for Global Galway staff during peak times and/or during leave, including providing cover at the Reception desk.

AND such other duties as are within the scope of the spirit of the job purpose, the title of the post and its grading.

The University actively encourages staff development and training. You are expected to participate in training and development activities as necessary to meet job, institutional and personal development

Training and development are primarily focused as developing you in your present role. However, some part of the long-term training strategy of the University includes identifying personal development needs that will improve your performance and skills as an employee of the University.

3.               Requirements for the role:

The successful candidate will demonstrate the eligibility requirements below in terms of qualification, skills and experience:

Essential Criteria:

·       At a minimum, passes in 5 subjects at Leaving Certificate level (or equivalent)

·       A recognised post Leaving Certificate administrative/office technology qualification

·       Minimum of two years employment experience which demonstrates a high level of administrative support in a demanding office environment. 

·       Experience in service delivery within a higher education setting.

·       A high level of administrative and organisational skills.

·       Excellent communication skills, both verbal and written, and the ability to produce professional correspondence and reports, including the presentation of statistical data.

·       Excellent interpersonal skills, including those relating to confidentiality and discretion, and ability to interface effectively across the wider university community, as well as with partner institutions overseas, fostering good working relationships and maintaining a focus on customer service.

·       Ability to relate to and interact with persons from diverse cultural backgrounds.

·       Excellent IT skills with proficiency in M/S Office suite.

·       Ability to work accurately with keen attention to detail and to meet deadlines.

·       Ability to develop the post both in efficiency and in effectiveness.

·       Ability to work on his/her own initiative and operate flexibly within a busy, deadline-driven work environment, to shift focus when required and assist beyond normal work hours when a need arises.

·       Track record of continuing professional development.

·       Able and willing to travel overseas and to work during weekends/ evenings if required

Desirable Criteria:

·       Knowledge of the main principles of student mobility (incoming and outgoing), study, hybrid mobility; the basic rules of the Erasmus+ programme

·       Knowledge of academic administration policies and processes and/or academic programme development.

·       Proficiency in software packages Agresso, Quercus, Discoverer.

·       Experience in budget management.

·       Experience of web content management system(s) and/or the use of online communications to further the workplace mission.

·       An interest in internationalisation in education.

·       Competence in one or more other languages.

·       Proven experience of successfully working as part of a team through periods of significant change.

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

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