Vacancy: Theology Office Administrator

Background of St. Patrick’s College

St. Patrick’s College, Maynooth, was founded in 1795 as the National Seminary for all of Ireland. In addition to the courses in philosophy and theology required for the education of candidates for the priesthood, its curriculum included courses in the Humanities (Classics, English, Irish and Modern Languages) and Natural Philosophy (including mathematics and experimental science). At the time of the celebration of the College’s first centenary, permission was sought from Rome to confer canonical degrees in Philosophy, Theology and Canon Law. This was achieved in 1896 with the grant of a Charter as a Pontifical University.

The history of University Education in nineteenth century Ireland is a complex one and was only finally resolved by the foundation of the National University of Ireland (NUI) in 1908, with constituent colleges in Dublin, Cork and Galway. The terms of the Act of Parliament establishing the University excluded the teaching of, and granting of degrees in, theology. It gave the new University, however, the right of recognising other institutions for teaching and granting of degrees. Under these terms, the Trustees of Maynooth applied for recognition of the College’s non-theological courses in 1909. The following year, St Patrick’s College Maynooth became a Recognised College of the National University, with Faculties of Arts, Philosophy and Celtic Studies. At the conclusion of an initial experimental period of four years, the status of Recognised College was granted in perpetuity and extended to include a Faculty of Science.

Maynooth was accordingly both a Pontifical University for the ecclesiastical sciences and a Recognised College of the National University in Arts, Philosophy, Celtic Studies and Science. The President of St Patrick’s College was head of both institutions and the staff of the College held professorships and lectureships within the National University.

The student body of the College remained exclusively clerical until 1966, when lay students were admitted to NUI recognised courses of the College. In time, these courses became the predominant dimension of Maynooth’s curriculum. With the increasing number of students, the teaching staff of the NUI became more numerous and varied in background.

An Act of Dáil Éireann in 1997 restructured the National University. By its terms, the Recognised College of Maynooth became the National University of Ireland, Maynooth (NUIM), independent of Saint Patrick’s College. NUIM now has more than 6,500 students and in addition to its traditional Faculties of Arts, Philosophy, Science and Celtic Studies, it includes courses in Finance, Computer Science, Software Engineering and Electronic Engineering.

St. Patrick’s College Maynooth Pontifical University confers undergraduate and postgraduate degrees in Theology and Divinity to lay students and seminarians and it confers degrees in Theology and Arts in conjunction with NUIM. 

The Theology Office is the main administration office of the Pontifical University. This Office manages student registration, student records, examinations, faculty administration, departmental administration, and conferrings in addition to all direct dealings with students.   

Theology Office Administrator
Administrative Officer 

Function:

To provide a professional and comprehensive administrative and support service in the operation of the Pontifical University and in particular to the Faculty of Theology in conjunction with the College Registrar and Secretary of the Faculty or their nominees.

Principal Duties and Responsibilities:

The person appointed will provide comprehensive administrative support in wide range of areas, as determined initially by the Registrar and thereafter as necessary. Any changes within the Faculty structure or changes within the Pontifical University may bring about developments that may affect administrative functions and thus alter the range of duties and responsibilities of the post holder. The range of duties will be determined as a result of discussions in advance.

The duties of the Theology Office Administrator will support the variety of services provided by the Theology Office and will include, but not restricted to, the following:

1. Database Management and Development:
   The Student record system is an SQL based custom designed system for the Pontifical University. Maintenance and continuing development of this system in conjunction with the Systems developer will be part of the Administrator’s role.
   
   
   
2. Examinations Administration:
   
   1. Liaising with Registrar, Secretary to Faculty and all faculty to ensure that all deadlines for drafting of examination papers are observed, draft examination papers are sent to Extern Examiners and examination papers are prepared in accordance with University guidelines and ensure timely submission to the Theology Office.
   2.  Preparing examination timetables, liaising with NUIM Examinations Office regarding examination timetables; communication with faculty and other staff to ensure timetables are available to students.
   3. Liaising with Registrar regarding dates of Exam Board meeting and communicating these to Faculty.
   4. Receiving the computed examination results from individual faculty and, in liaison with Registrar, compiling the results for production of Results notices.
   5. Acting as primary contact for the Students in relation to Examinations/Repeats/Graduation.
      
      
     
3.  Student Administration:
   1. Responsibility for the efficient administration of the Student Records System. 
      
   2. Providing advice and information to current and prospective students regarding the Faculty, its Courses and Modules.
   3. Liaising with Fees and Grants Office in regard to module fees, repeat students and any other student fee matters.
   4. Organizing prize and scholarship schemes, including liaison with sponsoring organisations.
   5.  In conjunction with other admissions and administrative staff, assisting in the co-ordination of Open Days and other on-campus schools liaison activities.
   6.  In co-operation with academic and administrative staff, co-ordinate the introduction of any new courses from planning, timetabling, registration and examination, through to award.
      
      
      
     
4. Academic Administration:
   1. In conjunction with faculty and course directors, ensuring all course information, including academic structure modular information, and registration data and procedures, are kept up to date.
   2. Liaising with Registrar and Faculty in relation to modular updates.
   3. Provide administrative support to faculty as required.
   4. Collation and preparation of course information in conjunction with the relevant Course Directors for inclusion in the University official publications (printed and online).
      
      
      
    
5. Information Services:
   1. In conjunction with Senior Administrative Assistant, ensuring all documentation pertaining to the Faculty is accurate and up to date, including the Pontifical University website.
   2.  Liaising with Webmaster in relation to web updates.
   3.  In conjunction with the Senior Administrative Assistant, preparation and analysis of statistics and other information as required for planning and/or reporting purposes.
      
      
      
     
6. General Faculty Administration:
   1. Providing administrative support to any Faculty meetings as required.
   2.  Collation of material for specific events/documentation and maintenance of records where required.
   3. Provide support in the administration of HR contracts for part-time and temporary staff.
   4. Participate in and represent Pontifical University and cross-college working 
      groups, in particular with a view to information technology and systems developments.
      
      
      
    
7. Other duties that may be assigned from time to time.

 

Person Specification

Prior experience of higher education administration would be advantageous. The post-holder should be capable of managing and prioritising a varied and substantial workload. They will be well organised, be able to co-ordinate and progress the administrative tasks associated with the post on their own initiative and contribute to the on-going development, refinement and co-ordination of administrative processes. The post-holder must be flexible and possess an ability to work effectively as part of the wider university administrative team. They will also have excellent communication and interpersonal skills.

Ideally the person should hold a third level or professional qualification or have equivalent experience in a senior administrative role.  Familiarity with working in higher education, specifically in administration would be a distinct advantage. 

1. Salary Scale (new entrants): €36,743 - €53,685 (9 points) 
   
   In general terms, new entrants may be defined as persons who join the University as full-time permanent members of staff on or after 6 April, 1995.
   
   Subject to certain conditions, the following salary scale will apply in respect of persons, who are not regarded as new entrants, i.e. those who are currently working in university or other public sector employment in the Republic of Ireland, and whose employment is insurable at modified rates of PRSI. 
   
   Salary Scale:  €34,905 - €51,000 (9 points) 
   
   
2. The salary scale applicable to new entrants is, in general terms, designed to reflect the higher PRSI contributions, and the higher pension contributions, payable by staff who are new entrants.   
   
   
3. In line with the commitment to staff development the candidate appointed may be required to participate in appropriate Training/Development programmes. 
   
   
4. Further details of the post may be obtained from the Human Resources Office, St. Patrick's College, Maynooth, Co. Kildare (Confidential Fax: +353-1-708 3940, E-mail: humanresources@nuim.ie), to whom applications quoting the reference SPCM-Admin, together with the names, email, addresses, fax and telephone numbers of three referees, should be forwarded so as to arrive not later than 5.00 pm on Thursday 31 July 2008
   
   
5. The position is subject to the Statutes of the College.