Quality Assurance Academic Specialist

Dublin Business School; Dublin; On-site; EUR 45,000 - 60,000; Full time

Job summary

Dublin Business School is seeking a Quality Assurance Academic Specialist to support the Academic Operations team in Dublin 2. The role focuses on ensuring high-quality, compliant student records and improving SOPs within Academic Operations.

You will liaise with the Registrar’s Office, Finance Office and Examinations Office, conduct audits, and help maintain data accuracy across enrolments, timetables and records. Strong detail orientation and communication are essential.

Qualifications

• Experience with TSM Student Information System, CELCAT timetabling software and Salesforce.
• A third-level qualification, ideally Master's level.
• Experience reviewing and updating records to ensure they meet quality assurance requirements.
• Knowledge and experience of working with academic programme validations.
• Proven track record of working effectively within a regulatory framework.
• Excellent communication and organisational skills.

Responsibilities

• Adhere to the College’s QA policies and maintain QA records across all Academic Operations areas.
• Conduct internal audits on student records and compile reports on findings.
• Liaise with Registrar, Finance and Examinations offices to ensure data accuracy and timely processing.
• Support in the management of graduation ceremonies and programme validations as applicable.
• Provide day-to-day information service to students and respond to enquiries via multiple channels.
• Assist in the introduction of new systems and participate in open events and inductions.

Skills

Attention to detail

Communication skills

Administrative skills

Organisational skills

Self-motivated

Education

Master’s degree

Tools

TSM Student Information System

CELCAT timetabling software

Salesforce

MS Office

Google Docs/Sheets

Job description

Position: Quality Assurance Academic Specialist

Location: Dublin Business School, 13/14 Aungier Street, Dublin 2

Working Hours: Monday-Friday, 39 Hours per Week, 9 am - 5.30 pm

Primary objective

The Quality Assurance Academic Specialist plays a vital role in supporting the Academic Operations team in all aspects of student record quality. They act as a liaison between the Curriculum Systems, Timetables and Academic Operations team to ensure that student records meet high standards of quality and compliance. This role focuses on ensuring data integrity and that processes are being met, and also reviewing and improving standard operating procedures within the Academic Operations Department.

The Quality Assurance Academic Specialist will provide analysis and support across the Academic Operations Department, including the Registrar’s Office, Finance Office and the Examinations Office, in accordance with the demands of the academic calendar.

Role and Responsibilities

The Quality Assurance Academic Specialist will be deployed across the department in response to demand and will undertake a range of tasks including:

Quality Assurance

• Adherence to the College’s administrative policies and procedures as outlined in the Quality Assurance handbook;
• Responsible for ensuring the correct maintenance and accurate recording and storage of QA records are adhered to across all Academic Operations areas;
• Organisation and provision of a comprehensive and streamlined information service, and development of relationships with all targeted areas;
• Conduct internal audits on all student records and compile reports on findings;
• Conduct audits and checks on student fee payments. Liaise with the Finance department regularly to ensure that payments against student fees have been reconciled against student accounts correctly. Liaise with students around payments and payment plans;
• Additional tasks as delegated by management.

Registrar’s Office

• Liaise with various internal departments to ensure accurate student data records for the completion of duties and delivery of service;
• Ensure accurate and timely registration of all students and efficient collation of associated records;
• Ongoing management of student information data entry and accuracy;
• Ensure all students are provided with full details pertaining to their programme of study;
• Manage communication with students on a range of academic issues and ensure implementation of relevant processes;
• Regularly monitor the student information system;
• Manage administration associated with New Programme Validations and Programmatic Reviews as applicable;
• Maintaining accurate validation records including definitive documents, panel reports and responses and approved programme schedules;
• Support the management and execution of Graduation ceremonies;
• Any other duties commensurate with the post as determined from time to time in accordance with business needs.

Examinations Office

• Liaise with various internal departments to ensure completion of examinations office responsibilities;
• Communication of examinations-related material to students throughout the year;
• Provide day-to-day operational support to students in respect of awards and assessments;
• Provide support to the Examinations Office Manager in relation to reporting and issuing results to Awarding Bodies;
• Assist in the preparation of results for the Examination Boards;
• Assist in the preparation of assessment results for release on the college website.

Academic Operations

• Quality review of enrolments to ensure that students are enrolled on the correct modules for their programme for each academic year;
• Ensuring students are grouped correctly on a timetable based on enrolments;
• Review of timetabled modules to ensure that all relevant modules for the coming academic year have been timetabled based on student enrolments;
• Liaising with the Curriculum Systems team and Timetables team to ensure that all modules and timetables are set up correctly based on student enrolments;
• Review of students as they complete stages to ensure records are maintained correctly ;
• Overall provision of support to the Academic Management Team at DBS;
• Day-to-day communication with students via phone, email, in person, IM and through a ticket tracking system;
• Maintenance of student academic records;
• Assisting at Open Events;
• Assisting at inductions/registrations;
• Assisting in the introduction of new systems;
• Attend meetings where required.

Culture

• Contribute to a culture of innovation, collaboration, inclusivity, and mutual respect across the team and the College;
• Work proactively and cooperatively with colleagues across departments to achieve shared goals;
• Demonstrate professionalism, approachability, and collegiality in all interactions;
• Communicate openly and constructively, supporting a positive and solutions-focused team environment;
• Uphold the organisation’s values in all internal and external activities;
• Take initiative in personal and professional development, and acknowledge and support the contributions of others.

Personal Specification

The successful candidate will meet the following essential requirements:

• Experience working with TSM Student Information System, CELCAT timetabling software and Salesforce;
• A third-level qualification, ideally qualified to Master's level;
• Experience reviewing and updating records to ensure they meet quality assurance requirements;
• Knowledge and experience of working with academic programme validations;
• Proven track record of working effectively within a regulatory framework ;
• Experienced with MS Office and Google Docs/Sheets;
• Experience in a similar role ideally in an education context;
• Demonstrable administrative and organisational skills with the ability to prioritise their work and meet strict deadlines;
• Excellent communication skills both verbal and written;
• Excellent attention to detail;
• Ability to work on their own and also within a team ;
• Self-motivated with a proven ability to work effectively in a high-pressure environment;
• Pro‑active, enthusiastic and student‑oriented approach;
• Ability to work flexibly in accordance with the requirements of the role;
• A commitment to the principles of the Kaplan Way.

This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the post-holder and their manager.