Background and Role
The Research Project Administration Team in DCU wishes to recruit for the position of a Front Office Operations Assistant (Professional 3) to provide operational support across a wide variety of supported areas primarily at the Glasnevin Campus of the University.
The role involves working on a range of work areas to tight deadlines and the successful candidate will possess a proven track record of successfully supporting and prioritising a varied workload.
High motivation, excellent organizational, and problem-solving skills will be required for this position.
Principal Duties and Responsibilities
The duties and responsibilities of this role will include, but are not limited to the following:
· Responsible for the smooth operation of the Purchasing System in the Unit (Agresso) i.e. requisitions, delivery dockets, invoices, supplier queries and liaising with Accounts Payable for all related queries
· Ensure adherence to both internal and external procurement regulations, maintaining purchasing records for audit purpose and ensuring timely resolution of all Unit purchasing related queries
· Track income and expenditure and generate appropriate financial reports for Unit accounts on a monthly basis
· Reviewing existing processes and practices, highlighting improvements and identify potential bottlenecks that may affect the workflow of the research projects team
· Update both internal and external information systems for reporting and data metrics
· Produce reporting where required for update of operational data both within the Unit and for wider DCU departments
· Provide and maintain proper supporting structure to the Research Projects Unit, the Unit manager and Centre Directors as required
· Provide input and resolution for operational queries from Centre Directors and researchers as required
· Provide training and support for the purchasing function to unit supported staff as appropriate
· Act as the first point of contact for the Unit for both internal and external queries ensuring timely resolution and liaise with other University Units on relevant matters
· Support the efficient day-to-day running of all aspects of the operations of the Research Project Administration Unit
· Bring to the attention of the Operations Manager or nominee issues which affect the operational efficiency of the Unit
· Assist with the co-ordination of Unit supported conferences, workshops, internal seminars, meetings and events and assist staff with event preparations as required
· Responsibility for website content for DCU Reserch Centres and hosted research entities and ensuring that all information is professionally presented and kept fully up to date
· Provide assistance in obtaining and uploading content to the websites and media outlets, ensuring all information is professionally presented and kept fully up to date
· Work as part of the Local Organizing Team in RPA and in close collaboration with external Conference Administration Coordinators and International Organising Committees
· Working to develop and deliver best practice and sustainability of the event management and communications function within the Research Project Administration unit.
· Provide comprehensive and effective assistance to International Organising Committees as required
· Provide planning and administration support for Conference/Industrial Day/Outreach Events and Satellite Meetings. Including and not limited to maintaining records and bookings, assisting with creative decisions, attending all conference meetings, and liaising with internal and external bodies where required
· Support the organisation of site visits for research bodies and funding agencies and assist in the preparation of associated literature and paperwork where necessary
· Liaise with Internal and External bodies to assist in implementing and supporting effective communication in relation to conferences/events
· Liaise with DCU Communications and Marketing department, and assist with all Conference announcements, press releases/news articles etc
· Provide comprehensive and effective assistance to International Organising Committees as required
· Undertake any other duties that may be assigned by the Operations manager or his/her nominee
Qualifications and Experience
Essential
· Candidates should have at least five years relevant experience
· The successful candidate will have a strong customer service focus, excellent writing, organizational, communication and interpersonal skills
· The successful candidate will have an extensive knowledge of the Microsoft Office Suite and knowledge of website content management and social media tools
· Experience of providing administrative support to an academic research centre or equivalent is also required
· A motivated self-starter with a flexible approach to work and who can work with minimal supervision as part of a wider team and strives to achieve the highest standards in the completion of tasks
· Excellent interpersonal and communication skills (both verbal and written) and the ability to build rapport and positive relationships at all levels are required
· The successful candidate will have effective time management skills to multi-task and be able to prioritise in a busy deadline driven work environment
Desirable
· Ideally applicants should be familiar with financial information systems and have a good understanding of the procurement and accounting process and in particular the accounts payable function
Essential Training
The postholder will be required to undertake the following essential compliance training: Orientation, Health & Safety, Data Protection (GDPR) and all Cyber Security Awareness Training. Other training may need to be undertaken when required.
Job Types: Full-time, Fixed term, Specified-purpose
Contract length: 6 months
Pay: €41,552.00-€48,095.00 per year
Benefits:
- Bike to work scheme
- Employee assistance program
- On-site parking
- Wellness program
- Work from home
Schedule:
- Monday to Friday
Education:
- Bachelor's (required)
Experience:
- similar: 5 years (required)
Language:
- fluent english (required)
Work authorisation:
- Ireland (required)
Work Location: In person
Application deadline: 13/06/2025
Reference ID: P3 June 25
Expected start date: 01/07/2025
