Biophotonics Group Administrator

Role Overview

The Biophotonics Group Administrator will deliver comprehensive administrative, financial, and organizational support to the Biophotonics research team at Tyndall National Institute, ensuring streamlined operation of a diverse array of nationally, European, and industry-funded projects.

Primary Responsibilities

• Manage daily administrative tasks and coordination for the Biophotonics Group.
• Offer dedicated administrative support to the Head of Group, Principal Investigators, and Work Package leaders.
• Serve as the main liaison for internal and external partnerships, efficiently handling complex queries.
• Support recruitment including job description creation, advertising, scheduling interviews, onboarding, and contract management.
• Handle travel arrangements and expense claims in line with institutional guidelines.
• Oversee procurement activities with proper documentation and approvals.
• Organize meetings, workshops, seminars, and visitor programs with comprehensive logistical support.
• Maintain systematic filing and documentation for easy access and tracking.
• Collaborate closely with internal departments such as Finance, HR, IT, Facilities, Quality, and Marketing Communications.
• Monitor budgets, expenditures, and forecasts for research projects, supporting financial tracking and reporting using institutional systems like Agresso.
• Prepare financial summaries for team leaders and senior management and assist in financial report submission to funding bodies.
• Assist team leadership by coordinating meetings, preparing agendas, and facilitating effective communication and decision-making.
• Support research activities including funding proposal preparation, report submissions, and maintenance of project documentation and compliance.
• Manage team websites, researcher profiles, and intellectual property records where necessary.
• Ensure compliance with Tyndall and University College Cork policies, quality management standards such as ISO9001, and health and safety regulations.
• Maintain confidentiality around financial, staffing, and strategy-related information.
• Participate in education and public engagement activities and contribute to a positive team environment.
• Undertake additional responsibilities as requested by group and center leadership.

Essential Qualifications and Experience

• A relevant third-level degree qualification.
• At least six years’ experience in an administrative or executive support capacity of similar scale.
• Experience in research or academic settings.
• Proven expertise in financial administration, including budgeting and reporting.
• Outstanding organizational and administrative abilities with meticulous attention to detail.
• Demonstrated capacity to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills with an emphasis on customer service.
• High level of professionalism, discretion, and confidentiality.
• Advanced skills in Microsoft Office, especially Excel.
• Ability to work independently and collaboratively in a team setting.

Desirable Attributes

• Experience supporting multi-partner or grant-funded projects, including EU, national agencies, or industry collaborations.
• Understanding of the Biophotonics research field.
• Experience integrating international students in the Irish research landscape.
• Familiarity with institutional financial systems like Agresso and publication tools such as Overleaf or Zotero.
• Skills in meeting facilitation, team coordination, website and research information system management (e.g., PURE).
• Experience engaging with government bodies or funding agencies.

Competencies

• Strong planning and organizational skills.
• Financial understanding with analytical capabilities.
• Effective communication and ability to engage diverse stakeholders.
• Problem-solving mindset and proactive initiative.
• Team collaboration and cooperation.
• Attention to detail and accuracy.

Terms of Employment

• Employment Type: Full-Time, Fixed Term contract.
• Salary Range: €40,730 to €56,224, aligned with Senior Executive Salary Scale and public sector pay policy.
• Role is located onsite in Cork, County Cork, Ireland.
• Required to comply with university policies, employment control framework, and quality management standards.
• Garda vetting and/or international police clearance may be required during selection.
• Applicants must submit an updated CV and a motivation letter addressing essential criteria.
• The closing date for applications is 1pm, 10th August 2026.
• Tyndall National Institute is an equal opportunities employer and does not use recruitment agencies for this position.