Part-time Administrator (Course Operations)
Reporting to the Head of Course Development
About us
The AI Institute trains professionals to use AI properly. Over 1,400 people trained in 26 months, working with engineering, construction, architecture and quantity surveying firms across Ireland and the UK, plus financial services and other regulated sectors.
Our courses run live, in cohorts, to a tight schedule. This role keeps that schedule running.
Why this role is worth your time
Much of the operational work here is handled by AI agents we have built. Your job is to run them: give them clear instructions, check their output, spot when something has gone sideways, and tell us where the process could work better.
Never done that before? Neither had most people. We will show you how. What we cannot teach is the instinct to get things right, to check your own work, and to follow a plan properly. Bring that and the AI part is learnable.
You will also be welcome on any of our training courses, free, as often as you like. People pay several hundred euro a head for these. You will be in the room with senior professionals from engineering and construction firms learning the same material.
Whoever takes this role will leave it with AI skills that are in short supply and rising demand. We would rather that person stayed, so we will make it worth staying.
You will not be starting from scratch
Every process in this role is written down. The workflows are mapped, the agents are built, the checklists exist. You will not spend your first three months trying to work out how anything is done.
That means you can get moving quickly and then start making it yours. We would love if the person in this role improves on what we have handed them.
What you will be doing
Running the agents
- Brief our course setup agent with complete, accurate information so it produces the right invites, links and folders
- Check agent output before it reaches participants
- Work with our technical team on agent and automation updates
- Document what works, flag what does not
Course setup and coordination
- Turn course briefs into confirmed calendar entries with the right structure, timing and sequencing
- Confirm presenter availability and resolve scheduling conflicts
- Keep the calendar, invites and website consistent, working with our Marketing Coordinator
SharePoint and systems
- Set up course folders and manage external SharePoint provisioning
- Follow and improve our documented processes
Surveys and feedback
- Build pre-course, interim and post-course surveys
- Generate and test survey links and QR codes before they go anywhere near a deck
- Track response rates against a 75% target and chase where needed
- Pull results and share them with the delivery team
Materials and participant support
- Check workbooks and supporting materials are uploaded 24 hours before delivery
- Send participant communications: invites, reminders, survey prompts
- Support live sessions where required, including first ten minutes setup and breakout rooms
- Take attendance registers for enterprise courses, issue certificates and post-course communications
What we are looking for
- Confident with Microsoft SharePoint and Microsoft 365
- A strong desire to get things right, and the habit of checking your own work
- Able to follow a documented plan properly, and to spot where it needs improving
- No experience with AI agents required. Curiosity and willingness to learn matter more
- Strong attention to detail, particularly with dates, links, names and version control
- Organised enough to run several courses at different stages at the same time
- Clear written communication with participants and colleagues
- Comfortable flagging problems early rather than working around them
- Previous administration, operations or coordination experience is welcome, though we care more about how you work than where you have worked
The details
- Part time, 15 hours per week, Mon-Fri, 10am-1pm UK time or 9am-12pm whichever suits you best
- Remote work, we work hard to make you feel included on Teams
- Overtime from time to time
- Reports to the Head of Course Development
- Free access to all AI Institute training courses
- Start date: mid-end August
Pay: £780.00 per month
Application question(s):
- Rate yourself out of 5 for each of these:
Sharepoint
Teams
Outlook calendar management
Survey tools
Claude/Copilot
- What would you check before sending a calendar invite to 40 course participants?
Language:
Work Location: Remote
