Administrative Project Coordinator

1 week ago

Melbourne, Victoria, Australia beBeeProject Full time $60,000 - $85,000
Project Support Officer Job Summary\

The University is seeking a Project Support Officer to provide administrative support for Technology Programs of Works. The successful candidate will be responsible for managing project-related tasks, coordinating meetings and workshops, and evaluating office facilities requirements.

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  • Perform project administrative and management tasks assigned by project leaders, ensuring timely completion and effective communication with stakeholders.
  • Coordinate and organize meetings and workshops involving internal or external parties on behalf of the team, utilizing MS Teams and other collaboration tools.
  • Manage team administration, including organizing team meetings and associated functions, such as minute-taking and action item tracking.
  • Evaluate office facilities requirements and arrange necessary resources, prioritizing efficiency and cost-effectiveness.
  • Take effective formal minutes and action items for meetings, ensuring timely turnaround for review and distribution.
  • Conduct project-specific onboarding and offboarding processes for staff, aligning with University policies and procedures.
  • Assist in preparing meeting agendas and proactively manage attendees to ensure they are briefed and attend as needed.
  • Manage administrative aspects of project financials, including raising purchase orders and managing invoices, adhering to University accounting standards.
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**Required Skills and Qualifications:**

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  • Previous experience in a similar role in a project-based environment, preferably supporting Business/IT, with a strong understanding of project controls and governance reporting.
  • A highly self-motivated and capable professional able to independently manage workload and prioritize tasks in complex projects, with excellent organizational and time management skills.
  • Demonstrable experience with project controls, including budgets, forecasts, risks, and issues; familiarity with governance reporting and steering committee meetings, with a focus on strategic planning and execution.
  • Experience providing advanced administrative support at Senior/Executive level in large-scale enterprises, with expertise in MS Office, project and task management tools, and MS Teams.
  • Strong attention to detail and accuracy, with excellent verbal and written communication skills, and the ability to build strong relationships with stakeholders.

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