Administration Officer

Garvan’s 2030: Discoveries to Impact Strategy is designed to galvanise Garvan’s researchers, professional staff, partners, donors and community around our vision of _Global leadership in discoveries to impact_, and to enable us as an Institute to deliver on that vision - such that Garvan becomes an institute where research discoveries are taken through to patient impact (new treatments, tests and prevention approaches), on a global scale.

The Opportunity

The Admin Officer will work as a part of the Molecular Screening and Therapeutics (MoST) team and is accountable for providing a high level of administrative services to the Executive within MoST and the Australian Genomic Cancer Medicine team at Garvan.

Key Responsibilities

The key responsibilities include:
Executive Support
- Co-ordinate diaries and arrange appointments, meetings and functions as necessary
- Draft and co-ordinate correspondence
- Take meeting notes and prepare minutes
- Assist with preparing reports and presentations (e.g. PowerPoint, Google slides)
- Assist with maintaining website content
- Arrange travel and conference registration including booking fares, accommodation and preparing itineraries as required
- Assist in planning scientific events e.g., workshops, symposiums, conferences, retreats, including itineraries for guest speakers as required

General Administration
- Administer Workday processes, where delegated authority is provided, such as managing approvals; submitting job requisitions, change jobs and separations; generating & processing invoices, expenses & reimbursements; reconciling monthly credit card charges
- Co-ordinate visits from external guests including booking accommodation, organising itineraries.
- Assist with new starter inductions
- Order stationery supplies and maintain office equipment (consumables, fault reporting etc.)
- Liaison with internal stakeholders, senior management and external stakeholders as required to undertake allocated accountabilities

Research Management
- Provide research assistance (e.g. on-line library searching using Current Contents, Pubmed, Medline and other library databases)
- Work with the Research & Development office to maintain publication / manuscript records and related information; grants and related ethics compliance information (human and animal studies); and to prepare management reports detailing reporting requirements for secured grants and current status of research grants

Snap shot of benefits
- This is a 3 year term with a negotiable salary depending no experience.
- Generous salary packaging ($15,900 for general household expenses and $2,650 for meal/entertainment expenses)
- On going training and development
- Flexible work arrangements
- 18 weeks paid parental leave
- Additional day’s leave as Garvan Day
- Discounted Health Insurance
- Lifestyle discounts with our community partners

About You

The key skills and experience include:

- A minimum of 3 years of experience across a range of executive support, office administration and secretarial tasks
- Administration experience in a research or academic environment or knowledge of scientific terminology highly desirable
- Excellent organisational and interpersonal skills
- Ability to multitask and prioritise tasks
- Excellent time management skills
- Attention to detail
- Well-developed verbal and written communication skills
- Advanced computer skills, with fluency in a variety of software packages including Word, Excel and PowerPoint, Dropbox, Google Drive
- Experience in the use of databases, layout of documents and reports, as well as using on-line library searching software
- Capacity to work with a high degree of independence
- Familiarity with budget administration, purchasing and reimbursement management
- Experience providing administrative support in a scientific/medical context and/or knowledge of science/medical terminology is desirable
- Project management skills are desirable

How to Apply