This post will coordinate a wide range of processes necessary to support the annual intake of some 40+ international students to the GEMS programme. Primarily from Canada and the US these students require significant support from application stage to facilitating them in returning to employment in their home countries. It will require the management of complex operations within GEMS and across the University, and will involve liaison with a host of external bodies both in Ireland and Internationally. This role will also oversee the processes involved in both incoming and outgoing electives in affiliated clinical sites within Ireland and abroad. Working as part of the Administrative team within the School, this post will contribute to the overall efficient administrative operation of the School from a number of perspectives.
2. Key Accountabilities
The appointee will have responsibility for:
Implementing the appropriate process within GEMS, in conjunction with the relevant key departments within the University, to ensure that the University, and specifically GEMS, remain compliant with International Regulations governing the intake of International students, in particular from the US. Specifically this will involve, inter alia, reporting to the Federal Student Aid division of the US Department of Education in terms of US Federal Loan Requirements under Title IV of the Higher Education Opportunity Act: to include reports on USMLE, MCAT/Residency, Debt and on-time completion, and student consenting data.
Managing and expanding the ECFMG systems and processes to accommodate the frequent and often complex reporting involved in supporting International students on the GEMS programme in their matching applications for Residency places to include:
Providing support and relevant documentation to students including Medical Student Performance Evaluations, Deans Letters etc.
Co-ordinating incoming and outgoing Electives
Liaising with the relevant agencies and councils including Atlantic Bridge, the International Education Council (IEC) etc. to keep abreast of new international agreements and exchanges; and dealing with subsequent queries from the various stakeholders including current and prospective students, UL departments, and international bodies; attendance/representation at international conferences and meetings such the annual IEC meeting; participation in GEMS annual non-EU interviews in North America.
Supporting the Director of International Liaison with International visits to universities and hospitals, and in developing associated MOUs/Agreements with these sites.
Developing new, and maintaining existing, marketing materials for global audiences.
Networking with other Irish universities as part of a national forum for International Student support.
Develop & foster relationships with GEMS Alumni.
3. Context
3a Key Working Relationships & Contacts
Reports on a day-to-day basis to the School’s on-campus Senior Executive Administrator, and will have a significant degree of communication with students, administrative and academic staff, the Affiliated Teaching Hospitals of the University of Limerick, the International Education Division, the Finance Division and a wide range of relevant external bodies within Ireland and abroad.
Operates as part of the Graduate Entry Medical School team.
3b Working Environment/Special Circumstances
The Executive Administrator will be located in the GEMS Building on the UL campus.
Travel to conferences and other relevant events, in Ireland and internationally, is likely to be required on an occasional basis.
3c Job Boundaries
The post will involve the organisation and management of processes necessary to facilitate the increasingly varied pool of international students, in particular those from the US. Candidates must be able to demonstrate a high level of initiative, excellent communication and networking skills, and creative problem solving ability. Candidates must have the ability to prioritise workloads to ensure everything is completed to the agreed standards. Candidates must also have excellent IT skills and knowledge of a range of software packages. Supervisory management experience is highly desirable.
4. Dimensions
Budget
Staff
Customer
Operational
Administrative
Responsible for monitoring the GEMS International Liaison Budget & significant financial reporting regarding financial aid
Receives support from and communicates regularly with the relevant Senior Administrators in GEMS and in the International Education Division
Constantly strives to improve services for International students of the GEMS programme from pre-application to their returning to home countries for employment. Affiliated Universities and hospitals are among the most notable customers engaging with this post.
Manages a range of administrative and technical activities for International Support.
Familiarity with International Educational guidelines for Third Level Foreign Institutions
Functional/Work-based Skills
Excellent IT skills and knowledge of a range of software packages
Excellent communication skills, creative problem solving skills and the ability to prioritise workload. Be able to demonstrate a high level of initiative and the ability to manage a project from conception to successful delivery
Strong negotiation skills and the ability to collaborate with a wide range of stakeholders
Full clean driving licence
Experience
Substantial relevant professional experience (at least 3 years)
Experience in undertaking complex, high level organisational and administrative tasks with emphasis on accuracy and attention to detail
Implements processes to enable the achievement of the team goals and objectives
3
Decision Making & Problem Solving
Recognises patterns and connections. Looks at complex problems from many angles and makes well informed decisions in a timely manner. Consults with others as appropriate before implementing decisions
3
Effective Communication
Tailors communications to effectively reach an audience. Has the ability to influence and negotiate within requirements of the role
Uses intern/external networks and relationships to identify and develop opportunities which may be of relevance
3
Innovation & Creative Thinking
Implements new progressive programmes/processes
3
Change, Adaptability and Flexibility
Introduces and promotes the need for change and implements new approaches to improve processes and services
3
Leadership
Leads by example sets standards for one self and others.
3
Continuous Development
Provides regular informal constructive feedback of performance to others in order to improve capability and confidence.
3
Thinking & Acting Strategically
In-depth understanding of how own area operates and its linkages with other areas within UL or other partners. Contributes operationally to the development of strategy in own area of responsibility.
