▷ [Immediate Start] Project Coordinator – VET, Short Courses and Digital Services

Overview

Project Coordinator – VET, Short Courses and Digital Services

Permanent Part-Time (0.6-0.8 FTE) | Location: Hawthorn

We’re looking for a highly organised, proactive professional to join our dynamic team. In this role, you’ll coordinate projects across our VET, short courses, and digital services, ensuring smooth course delivery, excellent student and facilitator experiences, and efficient project management.

Responsibilities

- Providing high level project administration and coordination across initiatives within the portfolio
- Coordinating scheduling, timetabling, enrolments, confirmations and logistics for short courses and VET programs
- Providing administrative support to facilitators, including materials preparation and online/venue set-up
- Delivering excellent customer service to students, clients, and stakeholders
- Monitoring attendance, participation, and completion records
- Preparing quotations and coordinating organisational training requests in consultation with staff
- Ensuring compliance with Institute policies and external regulatory standards
- Supporting continuous improvement of processes, materials, and delivery methods

What you bring

- Experience in administration, coordination, or education support, ideally in VET or short courses
- Strong organisational skills and ability to manage competing priorities
- Proficiency in student management systems, learning management systems, and Microsoft Office
- Excellent communication, customer service, and stakeholder management skills
- Attention to detail and experience supporting compliance and process improvement
- Tertiary qualification or equivalent experience in administration, business, or education (desirable)

Apply

Apply now to be part of a supportive, growth-focused team shaping the future of vocational education. Last date of submission: 6 October 2025

About the Cairnmillar Institute

Established over 60 years ago, The Cairnmillar Institute is a not-for-profit organisation solely focused on advancing better mental health through education, research and treatment in the fields of psychology, counselling and psychotherapy.

Cairnmillar is now one of the largest trainers of postgraduate psychologists and counsellors in Australia. In addition to our educational programs, we offer a range of clinical services across our four clinic sites (North Melbourne, Hawthorn East, Dandenong and CBD) as well as remote services.

The role

Reporting to the Director of VET, Short Courses and Digital Services, your key responsibilities will include:

- Providing high level project administration and coordination across initiatives within the portfolio
- Coordinating scheduling, timetabling, enrolments, confirmations and logistics for short courses and VET programs
- Providing administrative support to facilitators, including materials preparation and online/venue set-up
- Delivering excellent customer service to students, clients, and stakeholders
- Monitoring attendance, participation, and completion records
- Preparing quotations and coordinating organisational training requests in consultation with staff
- Ensuring compliance with Institute policies and external regulatory standards
- Supporting continuous improvement of processes, materials, and delivery methods

This position offers the successful candidate an opportunity to work across a growing portfolio that spans education, professional training, and digital services. It includes an interesting blend of collaboration with academic, professional, and external partners. The Cairnmillar Institute is also implementing new systems and processes within the portfolio, and the successful candidate will play an important role in shaping and supporting this transition.

Please refer to the Position Description for other duties, skills, and experience required for this position.

Why join Cairnmillar

• Purpose-driven culture where respect, inclusion and diversity are priorities

• Opportunity to make this role your own within a supportive team

• Salary packaging options

• Employee Assistance Program (EAP) available

• Open door policy and a genuine focus on staff wellbeing

• Fun and friendly work environment

A Police Check and Working with Children Check will be required from the successful applicant as a condition of employment.

Our organisation is committed to child safety. We have zero tolerance for child abuse. Applicants should be aware that we require working with children, police records and reference checks.

The Cairnmillar Institute promotes the following values: collaboration, compassion, integrity, professionalism and respect and promotes behaviours that are consistent with these values at all times. Cairnmillar is an equal opportunity employer committed to attracting and developing a diverse workforce that reflects the community it serves.

Acknowledgement of Country

The Cairnmillar Institute acknowledges the Traditional Owners of the land on which we are meeting. We pay our respects to their Elders, past and present, and the Aboriginal Elders of other communities who may be here today.

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