HDR Strategic Funding Coordinator

From 1 January, our Graduate Research team is centralising HDR (Higher Degree by Research) services across the University. We’re building practical, student-focused funding processes and we need a coordinator who enjoys making complex things simple.

About the Role

You’ll take the lead in implementing and managing a new process that improves how HDR students access funding for research costs and travel. This is a hands‑on role where you’ll coordinate day‑to‑day operations, ensure compliance, and make the experience easy for students and staff. You’ll also play a key part in refining systems and embedding consistent practices across the University. You’ll have the opportunity to work with students, supervisors, and staff across the University, providing expert guidance and support.

Key Responsibilities

- Implement and run effective processes: Apply funding rules, standardise templates, and keep approvals moving.

- Ensure compliance: Track allocations and spending against University policy and legislative requirements.

- Coordinate with partners: Work with Finance and Digital Technology Services to process transactions and procure goods.

- Lift data quality: Maintain accurate records and produce practical insights.

- Make it easy for users: Provide clear guides, checklists, and FAQs—and keep them up to date.

- Improve as we go: Capture feedback and streamline steps to make processes better.

This two‑year fixed term position is offered on a full‑time basis at our Callaghan campus (Awabakal and Worimi land). The role offers hybrid work flexibility in consultation with line manager (up to 40% work‑from‑home).

About you

We’re looking for someone with an improvement mindset who enjoys organising, problem‑solving, and helping people.

You’ll also bring:

- A degree with strong administrative, financial or process improvement experience.

- Excellent interpersonal and communication skills

- Demonstrated project coordination/management skills.

- Strong organisation skills and attention to detail; ability to manage competing deadlines.

- Evidence of ownership and contribution to innovation/process improvement.

- Adaptability and comfort with change.

- Familiarity with university systems (e.g., TechOne, ServiceNow) is helpful desired but not essential.

Work rights: You’ll need unrestricted Australian work rights for the duration of the role (visa sponsorship is not available).

Why Join Us?

- Flexibility & balance: Fixed‑term contract (Jan 2026 – Jan 2028), 35‑hour work week, hybrid work options and family‑friendly policies to help you balance work and life.

- Competitive package: $93,929–$100,398 + 17% super + leave loading and broad staff benefits (Generous leave entitlements, EAP and wellbeing programs; discounted parking, Fitness Passport and corporate health; onsite gym/pool, cafés, childcare). Explore our benefits here.

- Own real change: This is a newly created role in a centralised service – shape processes, templates and system improvements.

- See your impact: Reduce turnaround times and improve the experience for future researchers.

- Engage across the University: Work with Finance, Digital Technology Services, supervisors and HDR students across our 14 schools.

How to Apply

Click ‘Apply’ to be redirected to our website, where you can review the full Position Description and submit your application. We recommend you review the full position description and selection criteria prior to submitting your application.

Your application should include:

1. Your Resume (max. 4 pages)

2. Cover Letter (max. 3 pages). Your cover letter should outline:

- Why you’re interested in the role and the University of Newcastle.

- What you bring to the role (relevant skills, experience, values).

- How you see yourself contributing to the team and/or strategic goals.

- You may also choose to respond briefly to one or more of the key capabilities listed in the position description.

Applications Close: 21 November 2025, 11:59PM (AEDT)

Our University

For 60 years, the University of Newcastle has been dedicated to outstanding education and research. We’re proud to be ranked in the top 1% of universities in the world and in the top 40 universities globally for impact. Across our campuses in Newcastle, the Central Coast, Sydney, and Singapore, the University of Newcastle enrols more than 37,000 students and is one of the region's largest employers.

The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas. We extend that respect to the homelands of our students and staff. We also pay respect to the wisdom of our Elders past and present. We are fully committed to building on our strengths in Indigenous higher education and providing a supportive space for our Indigenous students, staff and communities.

We are committed to equity, diversity and inclusion, and we value the unique backgrounds, experiences and perspectives each person brings to our community. Together, we strive to create a culture of belonging where everyone can thrive. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, people with diverse gender identities and sexualities, people living with disability, and those from culturally and linguistically diverse backgrounds.

Contact Us

Position Enquiries: For further information or a confidential discussion, please contact: Kylie Shaw – Dean of Graduate Research – kylie.shaw@newcastle.edu.au 02 4921 6007

We are committed to an inclusive and accessible recruitment. If you need adjustments at any stage, please contact Jenny Newell, Talent Acquisition Specialist jenny.newell1@newcastle.edu.au 02 4055 0612. All requests will be handled with care and confidence.

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