Administrative Assistant

• Each day brings new challenges and opportunities for growth
• Gain exposure to various facets of College administration
• Directly impact the efficiency and effectiveness of College operations

Be challenged and imagine with us

Reporting directly to the Executive Assistant, College Operations, the Administrative Assistant plays a pivotal role in ensuring the efficient functioning of the College through administrative and logistical support to the Office of the PVC. This multifaceted position involves supporting office operations, coordinating meetings, facilitating communication, organising events, and handling various administrative tasks essential for the smooth operation of the College. This includes:

• Providing comprehensive administrative and logistical support to the College, including coordinating meetings, preparing agendas, minutes, and collating materials.
• Managing and maintaining an efficient record management system to ensure easy access to important documents.
• Assisting with College purchasing, ordering, and invoicing processes.
• Coordinating and monitoring IT equipment in accordance with leasing arrangements.
• Maintaining email lists for the circulation of information to College staff.
• Managing the diary, engagements, and day-to-day requirements for Senior College Executive members.
• Acting as a reception and service point for College staff, students, and visitors, handling inquiries via telephone, email, and in-person.
• Coordinating travel bookings and conference arrangements, ensuring compliance with University policies and procedures.
• Assisting staff in claiming reimbursements for travel expenses through corporate systems.
• Assisting in organising College events, forums, presentations, and awards ceremonies, including logistical arrangements such as catering and room bookings.
• Contributing to process improvement and efficiency initiatives within the College structure.
• Participating in cross-skilling and supporting other professional staff as needed.

This continuing position is full time at a HEW 4 Higher Education Level and will be based at Callaghan Campus (Awabakal and Worimi land)

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle’s Looking Ahead Strategic Plan 2020-2025 outlines the University’s commitment to delivering an exceptional student experience and serving our communities.

For more information click here – Our Uni.

What we offer

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

• The remuneration for this position is from $68,871 - $74,863p.a. + superannuation and is commensurate with skills and experience
• Flexible working arrangements (in line with the University’s Flexible Work Policy
• 17% super and salary packaging
• Additional University Holiday days, generous personal leave and parental leave, annual leave loading and additional purchased leave scheme
• Discounts in private health insurance, gym memberships, software, travel and more
• Wellbeing programs

If you are looking for a dynamic role where you can make a tangible difference while developing valuable skills in a supportive environment, we encourage you to apply for this exciting opportunity.

Your next steps

Please visit here for a guide on how to apply for a role.

If viewing this on a job board other than the University's please click ‘Apply’ to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy before commencing your application.

Your application must include:

• Your resume
• A cover letter outlining your motivation to apply for this opportunity
• A statement addressing the Essential Criteria listed below:

1. Experience and expertise in supporting the travel function within an organisational unit, combined with familiarity with corporate software related to travel.
2. Well established written and interpersonal skills including the ability to perform duties in a professional, respectful, and culturally sensitive manner.
3. Demonstrated organisational and time management skills to manage priorities, deliver work objectives accurately and on time, and manage competing demands from a range of stakeholders.
4. Demonstrated ability in the use of MS Office applications and corporate IT systems including purchasing, ordering, and receipting systems, monitoring of supplies and equipment stock.
5. Demonstrated ability to work independently and with limited supervision as well as effectively participate in a team environment demonstrating clear communication and mutual respect

Please upload your Cover Letter and response to the requested Criteria as one PDF document.

Your Cover Letter and Response to the Essential Criteria should not exceed 4 pages (approximately 2,000 words).

For specific position enquiries, please contact name Eliza Roughley, Executive Assistant on (02) 4921 5906 or via email Eliza.Roughley@newcastle.edu.au

Having Difficulties? Please reach out to us: employment@newcastle.edu.au

Closing date: Friday, 8 March 2024 at 11.59pm AEST

We are excited to be Looking Ahead with you