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23 April 2024  

NUI Vacancy: Executive Assistant post in NUI Conferrings and Graduate Services


Executive Assistant post in NUI Conferrings and Graduate Services
(Fixed-term 24-month)

The National University of Ireland is a federal university with four constituent universities and a number of other associated higher education institutions. At the centre of the federal university, NUI acts as a forum for the member institutions, provides services to them and their graduates and manages the central registers and archives of the University. NUI also undertakes a wide range of activities in the interests of promoting scholarship and research and contributing to educational, cultural, social and economic advancement.

The Role

NUI seeks to fill the vacant post of Executive Assistant on a fixed-term contract of 24 months. This is a busy and varied position in the area of NUI Conferrings and Graduate Services. The successful candidate will report to the Manager of Conferrings and Graduate Services and will be called on to provide administrative and operational support to the manager and to other team members. The role involves processing application forms, data-entry, updating databases, liaising with graduates and with colleagues in NUI member universities and colleges, with external recruitment agencies, and other operational activities connected with Conferrings and Graduate Services.

Key responsibilities of the Executive Assistant will include:

  1. End to end processing of applications received from graduates who require duplicate or English language versions of Latin academic documents such as degree or diplomas parchments and duplicate copies of English language course certificates;

  2. Using NUI's bespoke IT-enabled systems to produce required documents and liaise with team colleagues to ensure receipt of financial payments;

  3. Uploading student data received from NUI member institutions in advance of Conferring and Presentation ceremonies;

  4. Meticulous record-keeping;

  5. Dealing with the public in person and over the phone in a professional, efficient and respectful manner;

  6. Supporting senior colleagues, as directed, on wider NUI Conferrings tasks, such as the preparation of all documentation for university conferring ceremonies.


    Informal queries can be made to the Head of Academic Services & Registry, Patricia Maguire, by email: personnel@nui.ie or telephone: 01 439 24 24.

    Full details and job specification can be found in the link below.

Application Instructions:

Completed applications should be submitted by email to: personnel@nui.ie. or a hard copy can be sent to:

Ms Patricia Maguire,
Head of Academic Services and Registry,
National University of Ireland,
49 Merrion Square,
Dublin 2 D02 V583.

Your application must include:

  1. Completed Application form

  2. Curriculum Vitae
    (please include in this document the names and contact details of two referees from previous employments)

  3. Cover letter
    (for the attention of Ms Patricia Maguire, Head of Academic Services and Registry)

The closing date for receipt of applications is Monday 17th February 2020 at 5pm



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