Academic Operations Coordinator

About the role

The Academic Operations Coordinator provides essential support for timetabling, attendance, and the Virtual Learning Environment (VLE) within the Academic Operations team of a School of Medicine. Reporting to the AO Campus Operations Team Leader/Manager, the role ensures smooth scheduling, accurate attendance tracking, and effective use of the VLE for students and staff.

Key responsibilities

• Configure and revise timetabling parameters, gather requirements, and create optimized timetables for all student groups.
• Produce regular and ad‑hoc reports on student, staff, and room allocations; upload timetabling details to the VLE and publish them.
• Set up timetables in the university Attendance System, support student usage, and generate attendance reports.
• Manage VLE user IDs, upload class information, create student groups, archive and roll over courses, and maintain document uploads.
• Maintain procedural documentation, support junior coordinators, and provide training.
• Develop strong relationships with internal stakeholders, year directors, clinical coordinators, and other RCSI sites to ensure aligned goals.

Required profile

• Bachelor's degree in Business Administration, Education, Higher Education Management, Public Administration, Management or a related field.
• Relevant professional certifications in project management, quality assurance, or administration are advantageous.
• Proven ability to work collaboratively with academic staff, senior managers, and clinical partners.
• Strong communication and interpersonal skills, with experience in training and supporting junior team members.

Required skills

• Academic administration and coordination.
• Policy and procedure implementation.
• Timetable and scheduling management.
• Records and data management.
• Process improvement and workflow optimisation.
• Resource planning and coordination.
• Document control and compliance management.
• Effective communication and stakeholder relationship building.