Executive Assistant, Music Department

Monday, 25 May 2015, 11.55pm

Maynooth University

The Role
The Executive Assistant will provide administrative support for the Department of Music and will report directly to the Head of Department via the Departmental Administrator.

The duties will include, but are not limited to:
– General office administration including maintenance of records, accounts, details of budgets, creation and maintenance of databases and spreadsheets, managing appointments, correspondence, maintenance of files, circulation of information to staff etc.;
– Reception duties including answering phones, taking messages and responding to enquiries from prospective students and members of the public;
– Updating and proofing University material relevant to the Department, including Admissions Office, University Calendar, Module Descriptors, and University information systems;
– Implementing new University procedures as they arise;
– Participating in on-going training and development, and workshops as opportunities arise;
– Support for the Head of Department, the Department Administrator and Department staff;
– Accounts administration, i.e. processing of invoices, expenses for payment & liaising with Accounts Dept.;
– Dealing with queries from other administrative units within the University, and from relevant outside agencies;
– Supporting the hosting/hospitality of various Music Events/Guest Lectures held throughout the academic year;
– Instrument care/maintenance/repair/tuning sourcing.
– Instrument storage/key allocation;
– Instrumental lesson scheduling for teachers and students;
– Room scheduling and timetabling;
– Payment of instrumental instructors (using the Occasional Payments System);
– Practical examinations: scheduling/venues/examiners/students.

Essential Requirements for the post:
The person suited to this post will be someone who:
– Has excellent IT skills – Microsoft Office Suite, preferably to include advanced Excel skills; skilled in Social Media, Email, Google Calendar, Moodle
– Has excellent interpersonal skills and enjoys dealing with varied enquiries by telephone, in person and via email;
– Has experience of working in a similar role providing administrative support to a large number of people;
– Copes well under pressure and has experience of working to deadlines
– Has a work ethic that is flexible, systematic and organised
– Has an ability to liaise effectively with staff and students;
– Is organised and capable of taking initiative;
– Is equally adept at dealing with periods of pressure and using less busy times to identify and undertake self-directed work;
– Has the ability to work with confidential material in a discreet manner;
– Has a willingness to learn new information systems effectively.