Program Support Officer, Program Officer & Program Coordinator

Agency Purpose
The Australian Electoral Commission (AEC) is an independent statutory authority established by the Australian Government to maintain an impartial and independent electoral system for eligible voters through active electoral roll management, efficient delivery of polling services, and targeted education and public awareness programs.
The AEC’s values and commitments
The AEC values and commitments are an essential component of our operating environment and frame how AEC staff work. The AEC's focus is on electoral integrity through the values of quality, agility and professionalism.
The Team
You will join a team of a highly motivated and collaborative professionals that work in the Enterprise Transformation Group (ETG). The ETG is made up of two Divisions, the Chief Information Officer Division (CIOD) and the Enterprise Strategy and Transformation Division (ESTD), that have been established to drive the AEC’s exciting transformation agenda and deliver the Election Systems Modernisation Program (Indigo Program).
The Program Support Section sits within ESTD and is responsible for critical enabling functions for the Indigo Program and the broader ETG, including:
Talent management – recruitment, labour hire procurement, onboarding, contract management and offboarding of ETG and Indigo Program resources.
Financial management – end of month accounting, financial analysis and reporting, budget development and management, contract cost evaluation and negotiations, and cost modelling.
Program support – information architecture development and maintenance, labour hire invoice processing and reporting, property planning and management, Indigo vendor onboarding and offboarding, and travel booking.
The Section is committed to establishing and maintaining a high performing and positive workplace culture. You will operate in a fast paced, dynamic environment, working closely with Directors, Assistant Commissioners, First Assistant Commissioners and all areas across the ETG.
The Opportunities
The Program Support Section is looking to fill the following critical vacancies by engaging capable, committed and experienced professionals seeking rewarding growth and leadership opportunities:
Program Coordinator
The Program Coordinator supports the efficient and effective operations of the Indigo Program and the broader ETG by managing the daily operational functions of the team, setting priorities, distributing and tracking the team’s workload, quality assuring items going to the Assistant Director and ensuring complex issues are managed, escalated and resolved in a timely manner. This is a great opportunity to develop strong leadership and management skills and contribute to the AEC’s exciting modernisation agenda.
Program Officer
Program Officers provide exceptional support services to the Indigo Program and the broader ETG. This includes reconciling and processing labour hire invoices, resolving invoicing issues and contributing to invoice-related reporting, assisting with property planning and management, contributing to process improvement activities, assisting with the management of the Indigo Program’s information architecture, booking travel in line with WOAG travel policies, onboarding and offboarding Indigo Program vendors, and other project support or administrative tasks as required.
Program Support Officer
Program Support Officers provide exceptional administrative services to the Indigo Program and the broader ETG. This includes reconciling and processing labour hire invoices, assisting with the management of the Indigo Program’s information architecture, contributing to process improvement activities, booking travel in line with WOAG travel policies, onboarding and offboarding Indigo Program vendors, and other project support or administrative tasks as required.
To excel you’ll have:
Program Coordinator (APS Level 6)

• Demonstrated experience in effectively managing high volumes of work and competing priorities, with the ability to manage the day-to-day operations of a team and supervise junior staff.
• Excellent written and verbal communication skills, with the ability to effectively synthesise information and communicate with people from different backgrounds and levels of seniority.
• Demonstrated experience in preparing complex and/or sensitive correspondence, briefings, papers, report and other written artefacts, with strong attention to detail.
• Exceptional stakeholder management skills, with the ability to build positive relationships and communicate decisions using professional judgement.
• High degree of initiative, integrity and discretion when dealing with confidential and sensitive matters.
• Demonstrated ability to work autonomously and a strong commitment to working harmoniously within a team to achieve high quality outcomes and support the AEC’s strategic direction.

Program Officer (APS Level 5)

• Demonstrated experience in providing high quality support to large teams, projects or programs in a dynamic and fast-paced environment.
• Exceptional organisational and time management skills, with the ability to deliver a significant volume of work proactively, within short timeframes.
• Strong written and verbal communication skills, with the ability to communicate and build positive relationships with people from different backgrounds, levels of seniority and stakeholders.
• Proven ability to carefully follow established processes and procedures, identify areas for improvement and recommend innovative solutions.
• Strong attention to detail with the ability to undertake proof reading and document quality review.
• High degree of initiative, integrity and discretion when dealing with confidential and sensitive matters.
• Demonstrated ability to work under limited direction and a strong commitment to working harmoniously within a team to achieve high quality outcomes and support the AEC’s strategic direction.

Program Support Officer (APS Level 4)

• Demonstrated experience in providing administrative support to large teams, projects or programs in a dynamic and fast-paced environment.
• Well-developed organisational and time management skills, with the ability to deliver allocated tasks proactively, within short timeframes.
• Proven ability to carefully follow established processes and procedures and contribute to business improvement activities.
• Well-developed written and verbal communication skills, with the ability to communicate with people from different backgrounds and stakeholders.
• High degree of initiative, integrity and discretion when dealing with confidential and sensitive matters.
• Demonstrated ability to work under general direction with a strong commitment to working harmoniously within a team to achieve high quality outcomes.

Highly desirable for all roles:

• Demonstrated experience providing administrative support for a large project or program in the Federal Government context.

Eligibility

• AEC employees must be Australian citizens.
• Any person who is, and seen to be active in political affairs, and intends to publicly carry on this activity, may compromise the strict neutrality of the AEC and cannot be considered.
• Applicants are required to consent to, undergo, obtain and maintain a character clearance.
• Applicants are required to consent to, undergo, obtain and maintain the security clearance required for this role.