Event Administrator

Essential Qualifications and Skills

Candidates must:

·        A third level qualification equivalent to a level 7 (as specified in the national framework of Qualifications (NFQ) in science, business, social science, engineering, arts, or project management.

·        have the requisite knowledge, skills and competencies to carry out the role to a high standard;

·        be capable and competent of fulfilling the role to a high standard;

Desirable Qualifications and Skills

Previous relevant experience/skills in:

·        Experience of running major events.

·        Experience of securing funding from event sponsors

·        Experience in planning and organisation of visits by Ministers and senior officials including visits by ambassadors.

·        Coordinate with the President’s Office for all events involving international diplomatic or government protocols.

·        Event management and communications and marketing experience.

·        Promotion of events externally and internally.

·        Project Management of events.

·        Management, planning and reporting on budgets.

·        Ability to work autonomously and plan major event projects.

·        Communication and team working skills

·        Strong knowledge of and experience with accounting and reporting packages (e.g. Agresso), Excel and Word

·        Experience of public service procurement.

·        Experience of reconciling accounting records.

·        Adept at queries, report writing and presenting findings.

·        Excellent interpersonal skills and the ability to work collaboratively.

·        Ability to work to deadlines and good time management/organisational skills.

Overview of the Role

The post holder will be involved in the administration and supervision of ATU campus events (including reporting, procurement, compliance). They will co-ordinate outreach events as requested which promote ATU including exhibitions, conferences and other corporate and non-corporate events to promote the profile of ATU, reporting for each major event to the manager responsible where appropriate. The post may include working with the manager to secure funding for a few major events from external organisations including Science Foundation Ireland, industry sponsors and other national and regional bodies as required.

Duties

·     Organise and co-ordinate ATU events as required, including virtual, blended and in-person events.

·     Exceptional organisational, planning and problem-solving skills

·     Keen attention to detail, able to work independently under pressure, and consistently meet tight deadlines.

·     Prepare financial reports to satisfy project reporting requirements for funding bodies as assigned by reporting manager.

·     Prepare documented reports on events as required by funding bodies and other external bodies.

·     Record project transactions on Agresso (raise purchase orders) and maintain records of project finances. 

·     Ensure events are run within budget.

·     Ensure all communications and marketing of events are complete.

·     Cultivate and maintain strong working relationships with all stakeholders, including internal teams and external providers.

·     Work with all external providers to ensure that procurement of goods and services are in line with ATU and funder requirements.

·     Maintain records and details of project claims and forecasts.

·     Any other duties assigned by the line manager in line with managing external events.

·     Reporting to the Communications Manager or to anyone delegated by the President.

·     Prepare grant applications for funding to EU, national and regional bodies

·     Ensure Health and Safety, and risk assessments are completed where required for events.

·     To review and check project financial spending against project budget forecasts and advise event project leaders on same (across a number of projects).

·     Ensuring contractual financial compliance of assigned event projects and dealing with administrative queries from the relevant funding bodies (ie claims, etc).

·     Recording meetings as required.

Salary

Salary Scale (€55,092 – €67,306)

* Candidates may be appointed up to the 3rd Point (€58,006) of the Salary Scale in accordance with University Policy

Hours of Work

35 hours per week

Equality, Diversity & Inclusion

In accordance with ATU’s commitment to equality of opportunity for all job applicants, you are asked to request any reasonable accommodation in sufficient time to ensure you can participate fully in the recruitment process.

Please contact recruitment.sligo@atu.ie should you require any assistance.

Closing Date

Friday, 20th September 2024 at 12noon