A vacancy has arisen for a full-time student advisor to work in a busy study abroad office for the Institute for Study Abroad, IFSA, in Dublin. You will be a member of a small team acting as the initial point of contact for primarily US students who are spending a semester studying at university in Ireland.
You will provide the students with support throughout their time here. The position is suited to someone with first class customer service skills and an ability to order competing demands in an organised and professional manner. Excellent computer skills are essential.
The post requires previous experience of providing administrative support and assistance within a similar working environment. The role requires someone who can work well with others in a friendly, approachable manner. The candidate should be flexible and open to change and be able to meet all deadlines, including during busy periods.
Part of this role involves planning short term study abroad programs and overseeing those programs while they are in Ireland. Overnight travel within Ireland is required, as is some evening and weekend work (overtime pay applies). The role also involves sharing coverage of an emergency pager approximately one week out of every four. The candidate will be a university graduate and will have played an active part in campus life while studying at university.
Key Responsibilities
• Organise and deliver a student orientation programme to prepare US students for their Irish university experience. This includes booking relevant transport, accommodation, meeting rooms, and speakers.
• Plan and attend student events and cultural weekends including production and distribution of materials, managing attendance and being on call for emergencies during the events.
• Support students during their time in Ireland. This involves meeting students on an individual basis for IFSA Learning Plan meetings, and advising them on personal, academic, and cultural matters. When necessary you will refer students to other services including health centres and counselling.
• Plan all aspects of short-term programs visiting Ireland and oversee those programs while they are onsite.
• Coordinate, update and verify calendar information from relevant Irish Universities.
• Assist the Resident Director in the preparation of programme fees.
• Produce and update incident cases when required.
• Provide administrative support, including data input and answering email and telephone enquiries.
• Schedule visitors to the office and organise an itinerary for their trip.
• Submit timely monthly expenses.
• Check student transcripts for accuracy and upload them to Salesforce.
• Share responsibility for 24-hour emergency support coverage.
• Provide administrative support to colleagues and students.
• Maintain filing and record keeping in line with Data Protection and confidentiality.
• Assume sole responsibly for the running of the office in the temporary absence of other IFSA-Butler staff.
The above list is not exclusive and gives an indication of the main types of activities that you will carry out. These duties will form the main areas of responsibility; however, as a member of the student support team, these may change and/or develop depending on the needs of the office and/or the need for support services to respond to developments and initiatives. IFSA reserves the right to reassign staff as appropriate and necessary.
Essential Criteria
• A primary degree.
• A flexible approach to working hours.
• Strong organisational skills and ability to deal with multiple priorities and deadlines.
• An ability to work under pressure.
• Excellent interpersonal and communication skills. Accuracy and meticulous attention to detail are essential.
• Knowledge of Ireland and Irish culture.
• Ability to work effectively in a managed team, and on your own with fairly minimal supervision.
• Ability to handle difficult and complex situations, including crisis management skills.
• Ability to learn quickly and take initiative.
• A strong command of written and spoken English.
• A strong knowledge of university higher education in Ireland.
Desirable
• Relevant experience working with students, or young adults, within an educational or similar setting.
• Knowledge of the American university system.
Working Hours
Office hours are Monday to Friday, 9am to 5pm with an hour break for lunch. Willingness to work outside normal working hours is required.
Salary
€29000, plus overtime
Start
As soon as possible
Application Procedure
Candidates should email a CV and cover letter as two separate attachments, with ‘SA post’ in the subject line to Maria Keane, Resident Director, Ireland mkeane@ifsa-butler.org
You will be notified by email whether you have been shortlisted for interview. Unfortunately, we are not in a position to reply to all candidates.
The closing date for all applications is Sunday, 15th March.
More information on IFSA can be found at www.ifsa-butler.org
As part of this process, IFSA collects and processes personal data relating to applicants. If you would like further information on this, and how we meet data protection obligations under GDPR, please write to mkeane@ifsa-butler.org