Quality & Operations Officer

JOB DESCRIPTION

JOB PURPOSE:

Graduate and Professional Studies (GPS) is committed to an ambitious and inclusive strategy, outlined in UL@50, through transforming learning, digital transformation, city & culture and health and wellbeing.

Graduate & Professional Studies is the division at UL responsible, in collaboration with academic faculties, for the promotion, admissions, innovation and development of postgraduate and professional programmes. Driven by academic excellence, educational offerings are broad and ever evolving. With UL’s firmly established links to industry, curriculum is both industry-led and research-driven. Our accredited programmes are professionally orientated and employer-focused, with many aimed at addressing specific skills gaps.

GPS invites applications for the position of Quality and Operations Officer. The post holder will work effectively across GPS functional teams to deliver, quality management, process improvement, reporting and general project support integral to the smooth operational running of GPS. The role enables GPS delivery of ‘transforming education’ projects – new course development, marketing of programmes, student applications and delivering on the national/regional skills agenda – called out in UL@50.

KEY ACCOUNTABILITIES:

• Divisional coordination lead for quality processes delivered through student-facing functions of admissions, recruitment and marketing and funding proposal submissions. Support and lead preparation for GPS’s Quality Audit assisting the documentation & ongoing improvement of Key Business Processes for audit purposes.  
• Knowledge owner and divisional lead of the universities QMS-Essentials framework.
• Maintain inventory control sheet of division quality procedures (GPS)
• Ensuring KBPs are reviewed ongoing by process owners.
• Division representative for engagement with Quality Support Unit.
• Represents GPS on GDRP and quality support committees as necessary.
• Maintain the Data Inventory for GPS to ensure compliance with GDPR and address any issues raised by UL’s Data Protection Unit.
• Drives and supports Continuous Process Improvement in the development of KPIs for GPS, the development of process maps, work across GPS to identify opportunities for improvement.
• Supports the AVP in co-ordination of team/office-based projects.
• Division reports on all activities e.g. postgraduate taught, continuing education, international applications, research (in collaboration with postgraduate research team)
• Analysis and reporting of data for funding submissions and progress reports.
• Reports on division KPIs in relation to delivery of service (admissions, continuing education, research etc.)
• Preparation of Deans’ report for Executive Committee, Governing Authority and other bodies as necessary.
• Data Quality:
• Division liaison for HEA returns.
• Analysis of data gaps and data quality, identifying opportunities for improvement/
• Liaise with ITD/Finance to ensure accuracy and timeliness of data.
• Support the marketing function of GPS on an operational basis as required.
• Support the development and submission of funding proposals as required.
• Undertake other appropriate duties as may be assigned by the AVP and/or GPS leadership team.

CONTEXT:

Key Working Relationships & Contacts

Reporting to the AVP (or other as nominated). Post holder will work collaboratively with GPS Admissions Manager, Professional Education Manager and Marketing Manager in addition to the Information Technology Division, Academic Registry and the Quality Unit as necessary, and other internal and external coordination and lead staff to ensure delivery of planned goals as per key accountabilities as identified in the job purpose.

Working Environment/Special Circumstances

The post holder will work in the GPS office ordinarily as per UL’s remote working policy. They may occasionally need to work outside ordinary working hours, for events or meetings with outside stakeholders.

Job Boundaries

• Plans and prioritises own work, with reference to line managers, colleagues and external partners.
• Develops/delivers on project plans, milestones and KPIs.
• Advocates, fosters and supports participation at UL.
• Liaises effectively with local/regional counterparts and agencies where needed.
• Manages/reports on local UL project budget and deliverables in line with UL process and governance structures.
• Works in cooperation with faculty academic, administrative and support teams.
• Escalates risks to delivery and safeguard GPS relationships with internal/external partners.
• Gathers relevant information.  Solves problems, makes decisions independently within own area of responsibility, or in conjunction with other team members or more senior staff.
• Understands and is able to link own work to the goals and objectives of the division team.
• Keeps up to date with developments in own division/team.
• Understands and adheres to policy and procedure within own division.
• Takes personal responsibility for, and pride in own work.

DIMENSIONS:

Budget

• The post holder may be required to coordinate specific project budget under supervision and will be expected to understand and operate within the budget constraints for all role-related processes.

Customer

• A strong customer focus is required for interactions with a wide range of stakeholders.

Operational

• Responsible for delivery of the project plan including the day-to-day operational programme management on behalf of UL. Contributes to process and operational reviews as appropriate.

Administrative

• The post holder is responsible for administrative duties as detailed in the job accountabilities.

KNOWLEDGE, FUNCTIONAL SKILLS, EXPERIENCE & QUALIFICATIONS:

Knowledge  

• Exceptional project management skills with a proven track record in managing cross divisional projects - Essential
• Knowledge/experience working in the higher education sector or equivalent - Essential
• An informed understanding/experience of academic quality frameworks and processes - Essential
• Strong presentation and reporting skills - Essential
• Excellent data management skills - Essential
• Knowledge of university programme offerings and supporting marketing and admissions functions - Desirable

Functional/Work-based Skills 

• Evidenced by experience, excellent project management skills - Essential
• Functional experience in working with quality management processes - Essential
• Proven leadership abilities in a higher education environment - Essential
• Experience in the preparation, interpretation, dissemination and communication of performance reporting, including detailed metrics of success - Essential
• Excellent organisational and analytical skills, ability to handle multiple tasks and plan work from more than one source to meet deadlines - Essential
• Excellent communication skills, both written and oral, with a demonstrable ability to advocate and foster engagement across a range of audiences - Essential
• Excellent interpersonal and communications skills including the ability to engage effectively with senior academic staff - Essential
• Ability to contribute to and work as part of a team - Essential
• Excellent problem-solver, negotiator and advocate for educational innovation - Essential
• Understands the need for change and is willing to adapt to it - Essential
• Operational knowledge of university academic, accreditation, quality and marketing processes - Desirable
• Experience of horizon scanning, research, planning and writing funding proposals - Desirable

Experience 

• At least 5 years’ experience in a similar role - Essential
• Functional experience in working with quality management processes - Essential
• Proven leadership abilities in a higher education environment - Essential

Qualifications

• Bachelors (NFQ Level 8) qualification or equivalent in a business discipline or equivalent relevant experience in a related role - Essential
• A Lean, Six Sigma or Project Management qualification - Desirable 

SALARY SCALE: €58,076 - €82,571 per year