Operations And Administration Manager

Garvan Institute of Medical Research brings together world leading researchers and clinicians, collaborating locally and globally, to improve human health. Our mission is to harness all the information encoded in our genome to better diagnose, treat, predict and prevent disease. From the individual patient with rare disease, to the many thousands affected by complex, widespread illness, we are pioneering discoveries across diseases that have the deepest impact on our community.    

THE OPPORTUNITY

The Operations and Administration Manager is responsible for managing, planning and delivering operational and administrative support services across the Institute’s Scientific Programs and providing office management support for Garvan’s Darlinghurst site.

Reporting to the Chief Operating Officer, you will be accountable for the provision of various administrative services that support Scientific Program Directors and institute-wide administrative initiatives.

Salary: Up to $121,000 + super + salary packaging (dependent on experience)

Employment Type: Full time permanent, open to part time for the right candidate

SNAPSHOT OF BENEFITS

• Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)
• Ample opportunities for on-going training and development
• Stimulating, diverse and highly international research environment
• Flexible work arrangements e.g. start / finish times
• 18 weeks paid parental leave for both parents including paid superannuation
• A range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leave
• Discounted Health Insurance
• Lifestyle discounts with our community partners

WHAT YOU WILL DO

The key responsibilities include:

• Manage a small team of Admin Partners, Leadership Operations, supporting and enabling the smooth running of operations across the Institute’s Scientific Programs, sharing workload across the full team where peak times and key deadlines require
• Build and maintain positive working relationships with Scientific Program Directors as key clients, ensuring their needs for administrative support are met
• Identify and implement improvements to business processes, policies and procedures to increase efficiency, mitigate risks and improve service provision
• Lead, coach and develop Admin Partners to build a service-focused team and high-performance culture
• Enhance individual and team effectiveness and efficiency through performance management and identification of appropriate training and development
• Assist with overflow tasks and cover duties as necessary to ensure smooth operations during peak times or staff shortages
• Maintain knowledge and operational best practice and its application to ensure continuous improvement and fit for purpose solutions
• Assist with key operational projects as assigned by COO
• Manage specific projects relating to Institute operations including the implementation of new processes, technical or other functional initiatives
• In collaboration with the Building Operations team, oversee the use and maintenance of non-scientific facilities, including meeting rooms and venue areas and the management of external hire of facilities.
• Ensure effective relationships are established and maintained with precinct partners and key stakeholders, including liaising with the relevant precinct partner on bookings and use of shared spaces within TKCC, and other TKCC issues as they arise.

ABOUT YOU

The key skills and experience include:

• Extensive experience in administrative management or similar role. Experience in higher education or scientific/medical research strongly desirable
• Proven ability to lead, motivate and develop administrative staff and a service-oriented team
• Experience in streamlining processes and improving operational efficiency
• Experience in managing projects from initiation to completion
• Demonstrates sound judgement and decision-making abilities
• Takes ownership of tasks and holds team members accountable for responsibilities
• Efficiently prioritises and manages time for self and team
• High level of accuracy and attention to detail in managing tasks and processes
• Critical thinking, analytical and problem-solving skills and the ability to develop innovative solutions
• Excellent communication and interpersonal skills including demonstrated experience and skills in liaison, negotiation and conflict resolution with staff at all levels
• Demonstrated organisational ability and strong project management skills from initiation to completion, including capacity to manage multiple projects and deliver on deadlines
• Excellent written and verbal communication skills, demonstrated in the delivery of papers, policies, presentations and reports
• Proven track record of stakeholder engagement and relationship management leading to successful cross functional collaboration and execution of operational plans
• Skilled in managing change and guiding teams through transitions
• Ability to adapt to changing prioritise and environments
• Ability to maintain performance under pressure and recover quickly from setbacks
• Experience with office management systems and databases, and ability to adapt to new technologies and drive technological improvements

ABOUT GARVAN

Garvan Institute of Medical Research is an independent Medical Research Institute (MRI) in Sydney, delivering scientific and clinical impact on a global basis and in partnership with organisations that share our vision. We are proud to be one of Australia’s largest and most highly regarded MRI’s.

Our vision is global leadership in discoveries to impact and our enduring purpose is to impact human health, by harnessing information encoded in our genome.

We seek to see our world-class discovery research achieve life-changing impacts, not only for individual patients with rare diseases, but for the many thousands affected by complex, common disease.

Garvan promotes a diverse workplace and is committed to the principles of equity, diversity, inclusion and belonging. We are always looking for culture ‘add’, not culture ‘fit’ and are building diverse teams with great sets of complementary styles and skills to help deliver our important work effectively.

HOW TO APPLY

To apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. If you think you’re the right person for this role, we’d love to hear how your capabilities, achievements and experience set you apart. Only applicants with full working rights in Australia are eligible to apply for this role.