Senior Officer, Portfolio Administration

Plan for your future with a generous 17% superannuation allowance
Generous parental leave provisions – up to 26 weeks paid leave
Achieve a work-life balance with 36 hours/wk, purchased leave, WFH + more
Based at our vibrant and picturesque
About UQ
As part of the UQ community, you’ll have the opportunity to work alongside the brightest minds, who have joined us from all over the world.
Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you’ll have the opportunity to contribute to activities that have a lasting impact on our community.
Join a community where excellence is at the core of our culture, contributions are valued and a range of are available, such as:
26 weeks paid parental leave or 14 weeks paid primary caregiver leave
17% superannuation contributions
17.5% annual leave loading
Access to flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave, and a condensed fortnight
Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family
On campus childcare options
Cheap parking (from just $5.75 a day)
Salary packaging options
About This Opportunity
The Senior Officer, Portfolio Administration will support the Deputy Head of School (DHoS) in overseeing the operational needs of the Portfolio. You will provide project management support for the Portfolio’s strategic and operational priorities and initiatives, efficient administrative oversight, executive support and effectively navigate engagement with multiple stakeholders.
Key responsibilities will include:
Support the DHoS to manage and coordinate School strategic and operational initiatives within a defined project scope, objectives and budget, and refocus business needs as projects evolve.
Provide advice and support to leaders and teams in the Portfolio to initiate, implement and monitor Portfolio priorities aligned with the School’s strategy and School Reviews, including developing clear process documentation for staff to navigate School Faculty and UQ requirements.
Collaborate with the DHoS and Portfolio leaders and teams to develop project plans (relating to Discipline or Program development) incorporating budgets, risk assessments, task allocation, resource coordination and schedule management to meet set objectives and timeframes.
Provide senior executive support to the DHoS, including, human resources administration, management of enquiries and follow up resolutions of issues, preparation of correspondence, reports, submissions, and executive travel arrangements as required.
Act as secretariat for relevant School and Portfolio committee meetings and staff event coordination. Preparing documentation, agenda items and coordinating meeting logistics. This may include Student and industry engagement working parties, committees, and boards.
Manage Portfolio infrastructure and general maintenance requests including maintaining an asset register, undertaking asset purchases, coordinating maintenance, disposals and the annual asset audit for the Portfolio.
In collaboration with the School Marketing team, develop a range of communication materials to support Portfolio initiatives outlined in the Strategic Plan.
Act as the Induction Officer for the portfolio coordinating the onboarding of new staff to the Portfolio including space, IT and systems requirements and people and OH&S inductions and training.
Provide administrative coordination (with other School Administration staff) for financial functions such as UniFi requisitions, invoice management, catering orders, hospitality calculators, reconciliation of corporate cards and reimbursements.
Work cross-functionally to establish and maintain effective relationships with a variety of other staff and units within the School, Faculty and University.
This is a full-time continuing position.
At HEW level 6, the full-time equivalent base salary will be in the range $88,099.39 - $94,512.08, plus a generous super allowance of up to 17%. The total FTE package will be up to $103,076.28 - $110,579.13 annually. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.
About You
A bachelor’s degree in Business, Project Management or other relevant qualification with subsequent experience, or an equivalent combination of relevant experience and/or education/training.
Excellent verbal and written communications skills with high attention to detail and the ability to draft documents, reports, and submissions. Demonstrated project and resource management, organisational and administrative skills, and ability to manage multiple priorities and projects.
Excellent interpersonal skills and a collaborative working style in engaging in close and genuine partnerships with multiple stakeholders at all levels.
Demonstrated ability to work independently and/or as part of a team and manage multiple tasks often working to tight timeframes.
Excellent critical thinking and problem-solving skills and demonstrated ability to be adaptive and innovative in pursuing solutions in a dynamic, multifaceted work environment.
Advanced computer literacy skills, including experience with a wide range of software applications.
An understanding of, or the ability to acquire knowledge of university operations, policies and procedures.
In addition, the following mandatory requirements apply:
Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.
Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits.
Questions?
For more information about this opportunity, please contact Karen Teitzel, Manager, Operations at k.teitzel@uq.edu.au
For application queries, please contact stating the job reference number (below) in the subject line.
Want to Apply?
All applicants must upload the following documents in order for your application to be considered:
Cover letter addressing the ‘About You’ section
Resume
Other Information
At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on . We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be , , , , or . Accessibility requirements and/or adjustments can be directed to .
If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.
Applications close Sunday 3rd March 2024 at 11.00pm AEST (Job Reference Number - R-29880).